SANTA CLARA COUNTY Continuum of Care HUD Homeless Assistance FY 2017 Continuum of Care NOFA Competition Technical Assistance (TA) Handbook AUGUST 1, 2017
SANTACLARACOUNTYContinuumofCare
HUDHomelessAssistanceFY2017ContinuumofCare
NOFACompetition
TechnicalAssistance(TA)Handbook
AUGUST1,2017
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CONTEXT
TheContinuumofCare(CoC)Program(24CFRpart578)isdesignedtopromoteacommunity-widecommitmenttothegoalofendinghomelessness;toprovidefundingforeffortsbynonprofitproviders,States,andlocalgovernmentstoquicklyre-househomelessindividuals,families,personsfleeingdomesticviolence,andyouth,whileminimizingthetraumaanddislocationcausedbyhomelessness;topromoteaccesstoandeffectiveutilizationofmainstreamprogramsbypersonsexperiencinghomelessness;andtooptimizeself-sufficiencyamongthoseexperiencinghomelessness.EachyeartheU.S.DepartmentofHousingandUrbanDevelopment(HUD)releasesaNoticeofFundingAvailability(NOFA),signifyingthebeginningofafundingcompetitionamongapproximately450ContinuumsofCare(CoCs),thecommunitystakeholdergroupsthatguidelocalresponsestohomelessness.TheFY2017CoCCompetitionconsolidatedapplicationresponsestotheNOFAwillconsistofthreeparts:theCoCApplication,whichdescribestheCoCplanningbody,governancestructure,overallperformance,andthestrategicplanningprocess;theCoCProjectListing,whichrankstheprojectapplicationsforHUDandidentifiesanyrejectedapplications,showingtheCoC’sprioritiesforfunding;andanumberofProjectApplications,eachofwhichreflectsoneprojectseekingfunding.BeforetheapplicationissubmittedtoHUD,theCoCisrequiredtoholdalocalcompetitiontodeterminewhichprojectapplicationswillbeincludedintheconsolidatedapplication,alongwiththeirrelativepriority.TheresultsofthelocalcompetitiondictatewhichprojectstheCoCwillprioritize.ThisCoCTechnicalAssistance(TA)Workshopisintendedtohelpprojectsprepareforthe2017localcompetitionforCoCProgramfunds.Asaprojectapplicant,youmustparticipateinthelocalreviewandrankprocessandhaveyourprojectselectedforsubmissionwiththeCoCconsolidatedapplicationinthenationalcompetitioninordertobeeligibleforfunding.Youmustfollowlocalproceduresandsubmitlocaldocuments,andyoualsoneedtopreparefortheHUDsubmissionoftheprojectapplication.HUDrequirestheuseofaweb-basedapplicationandgrantsmanagementsystemcallede-snaps.Thematerialsprovidedatthismeetingwillguideyouinpreparingyourapplications.ThisTAHandbookcontainsinformationyouneedtoknowfortheHUDprocess,andothermaterialsprovidedcontaininformationaboutthelocalprocessinthiscommunity.Therearethreethingstokeepinmindwhenpreparingyourapplication:
1. EnsuringyourapplicationiscompetitiveforfundinginyourCoC’slocalcompetition2. EnsuringtheprojectyouareapplyingforiseligibleforHUDfundingandcompliantwithHUD
requirements,and3. Ensuringyourapplicationisfilledoutcorrectly.
Ofthesethree,thelocalmaterialsprovidedtodaywillansweranyquestionsyouhaveaboutnumber1,andthisTAHandbookwillanswertheothertwo.DesigningYourProjectandProgramRequirementssectionsspeaktoHUDeligibilityandrequirements.CompletinganApplicationinHUD’sWeb-BasedApplicationSystem:e-snapswillhelpyouensureyourapplicationisfilledoutcorrectly.
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HOWTOUSETHISTAHANDBOOKThishandbookiswrittentobeareferenceguideforrecipientandsubrecipientstaffthatarecompletingtheprojectapplicationorparticipatinginprojectimplementation.Whileyouarewelcometoreadthisdocumentfronttoback,youmayfinditmostusefultostartfromtheTableofContents.TABLEOFCONTENTS
Summary:2017NOFACompetitionOverviewandFundingAvailable......................................5A. RankingandTiersExplained ........................................................................................... 6B. BeforeApplyingforaCoCGrant ..................................................................................... 7C. Highlightsofthe2017NOFAThatWillImpactGrantRecipients ................................... 7
DesigningyourProject.............................................................................................................10I. HUD’sHomelessPolicyandProgramPriorities ............................................................ 10II. EligibleNewProjectTypes ............................................................................................ 12A. NewProjectsCreatedbyReallocation ......................................................................... 12B. NewPermanentHousingBonusProjects ..................................................................... 13C. ExpansionProjectsThroughReallocationorPHBonus ................................................ 13D. OverviewofEligibleNewProjectTypes ....................................................................... 14
III. NewProjectBasicDesignRequirements ...................................................................... 19A. ThresholdRequirements ............................................................................................... 19B. FundingLevels&Limits ................................................................................................ 21C. Timeliness ..................................................................................................................... 21D. EligibleApplicants ......................................................................................................... 21E. InitialFundingTerm ...................................................................................................... 22F. MatchRequirement ...................................................................................................... 22
IV. RenewalProjectsDesignRequirements ....................................................................... 23A. HighlightsofChangesintheFY2017NOFAforRenewalProjects ............................... 23B. EligibleRenewalCosts .................................................................................................. 23C. ThresholdRequirements ............................................................................................... 24D. FundingLevels&Limits ................................................................................................ 25E. FundingTerm ................................................................................................................ 25F. MatchRequirement ...................................................................................................... 25
V. EligibleCoststoInformProjectDesign........................................................................26VI. EligibleProjectParticipants:WhoCanBeServed? ....................................................... 28
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ProgramRequirements............................................................................................................34VII. OtherResources ............................................................................................................ 34A. Match ............................................................................................................................ 34B. Leverage ........................................................................................................................ 34C. DocumentationofMatch .............................................................................................. 35D. FormofMatchLetter .................................................................................................... 36E. ExamplesofOtherResources ....................................................................................... 37
VIII. LaterResponsibilitiesforRecipientsandSubrecipients ............................................... 39A. NewProjects ................................................................................................................. 39B. AllProjects .................................................................................................................... 39C. Timeliness ..................................................................................................................... 42
CompletinganApplicationinHUD’sWeb-BasedApplicationSystem:e-snaps......................43A. FirstThingsFirst:TrainingModules .............................................................................. 43B. StepstoCompletingYourProjectApplication ............................................................. 44C. RecipientDocuments&ApplicantProfile .................................................................... 46D. CompletingtheProjectApplication .............................................................................. 53E. IndirectCostRate(Screen6A,Question3) .................................................................. 79
Resources.................................................................................................................................81
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SUMMARY:2017NOFACOMPETITIONOVERVIEWANDFUNDINGAVAILABLE
OnJuly14,2017,theU.S.DepartmentofHousingandUrbanDevelopment(HUD)releasedaNoticeofFundingAvailability(NOFA)fortheMcKinney-VentoContinuumofCareHomelessAssistanceGrantsforFY2017.In2017,theSantaClaraCountyCoCexpectstobeeligibletoapplyforapproximately$20,716,227infundingtosupporthousingandservicesforhomelesshouseholds,andapproximately$586,308forCoCPlanningFunds.AnnualRenewalDemandFunding:ThisfundingsupportstheCoC’sexistinghousingandservices.TheCoChastheoptiontocontinuetosupportthoseprograms,ortoreallocatethoseresources,inwholeorinpart,toPermanentSupportiveHousing,DedicatedPLUS,RapidRehousing,JointTH-RRH,HMIS,orCoordinatedEntry(SSO)projects.(Detailsregardingeligiblepopulationsfollows.)
$19,543,610
PermanentHousingBonusFunding:ThisfundingsupportsPermanentSupportiveHousing,DedicatedPLUS,RapidRehousing,orJointTH-RRHprojects.(Detailsregardingeligiblepopulationsfollows.)
$1,172,617
CoCPlanningFunds:ThisfundingsupportsCoCplanningactivities,andonlythecollaborativeapplicant–TheCountyofSantaClarabyandthroughtheOfficeofSupportiveHousing-mayapplyforit.Theplanninggrantwillnotberankedinthisyear’scompetitionandisnotcompetitivewithhousingorserviceprojects.Assuch,thisHandbookdoesnotincludeinformationaboutapplyingforplanninggrants.
$586,308
AnticipatedTier1Amount:
$18,370,993
AnticipatedTier2Amount: $2,345,234
In2017,fundsareNOTavailablefor:• Emergencyshelter• Homelessnesspreventionprojects• Newtransitionalhousing(exceptwhenjointwithrapidrehousing)• Newsupportiveserviceonlyprojects(exceptcoordinatedassessment)
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A. RANKINGANDTIERSEXPLAINED
Asinpastyears,thefundingthatCoCscanapplyforisdividedintotiers,withprojectsprioritizedinTier1beingmorelikelytobefundedthanprojectsoflowerprioritythatareplacedinTier2.CoCsarerequiredtoeitheracceptandrankorrejectallprojectssubmittedbyprojectapplicantsine-snaps,exceptCoCplanningprojects.CoCsareencouragedtoconsiderthepolicyprioritiesestablishedintheNOFAinconjunctionwithlocalprioritiestodeterminetherankingofprojects.AllprojectsmustpassHUD’seligibilityandthresholdrequirementstobefunded,nomattertheirpriority.TIER1In2017,theamountoffundingavailableforTier1isequaltothegreaterofthecombinedamountofAnnualRenewalAmountforallpermanenthousingandHMISprojectseligibleforrenewalupto$1,000,000,or94percentoftheCoC'sFY2017AnnualRenewalDemand(ARD)(in2016itwas93percent;in2015itwas85percent).HUDwillconditionallyawardprojectsfromthehighestscoringCoCtothelowestscoringCoC.Projectsshouldbeplacedinpriorityorder.TIER2TheamountoffundingavailableforTier2isequaltothedifferencebetweenTier1andtheCoC’sAnnualRenewalDemandplustheamountavailableforthePermanentHousingBonus.Fundingwillbedeterminedbythepointvalueofeachprojectapplicationbasedona100-pointscale.AllTier2projectswillbefundedinpointorder.Tier2pointsareawardedasfollows:
• CoCScore:Upto50pointsindirectproportiontotheCoCscore• CoCRanking:Upto40pointsfortheCoC’srankingoftheprojectapplication(s),withthe
pointsspreadevenlyacrosstheTier2fundingamount.Higherrankedprojectsgetmorepoints,however,theformulausedtoawardpointsgivesadisincentiveforlargeprojects.
• CommitmenttoPolicyPriorities:Upto10pointsforHousingFirstcommitmento ForPermanentHousing:Willreceivepointsbasedonhowtheprojectcommitsto
applyingtheHousingFirstmodelo HomelessManagementInformationSystemandSupportiveServicesOnlyfor
CoordinatedEntrySystemprojects:Willautomaticallyreceive10pointso TransitionalHousing,JointTH-RRH,andotherSupportiveServicesOnlyprojects:Will
receivepointsbasedonhowtheprojectdemonstratesthatitislow-barrier,prioritizesrapidplacementandstabilizationinpermanenthousing,anddoesnothaveserviceparticipationrequirementsorpreconditionstoentry(suchassobrietyoraminimumincomethreshold).
• NOTE:HUDremovedthescoringfactorforprojecttypeinTier2,andnolongerincludesanypriorityforpermanenthousingprojects,HMIS,orCoordinatedEntryprojectsinTier2.
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STRADDLINGTIERSForanyprojectsthatstraddlethetwotiers,theTier1portionwillbefundedinaccordancewithTier1processesandtheTier2portionwillbefundedinaccordancewithTier2processes.HUDmayawardprojectfundsforjusttheTier1portion,providedtheprojectisstillfeasiblewiththereducedfunding(i.e.,isabletocontinueservinghomelessprogramparticipantseffectively).RECLASSIFICATION BecausenewjointTH-RRHandpermanenthousingprojectsmaybecreatedbyreallocationorpermanenthousingbonusamount,HUDmayreclassifyprojectsaCoChassubmittedasabonusprojecttoreallocation(andviceversa)iftheCoChasexceededtheamountallowableforthesubmittedfundingtype.Ifthatweretooccur,itmayimpactrankingandresultinlowerpriorityprojectsnotbeingfunded.YourCoC’sprojectapplications,andtheCoCApplicationanditsattachments,willbereviewedcarefullytoavoidthisoccurringinthisCoC.PLANNINGCOSTSAsinpastyears,applicationsforplanningcostswillbeunranked.CoCsmayonlysubmitoneapplicationforCoCplanningcostsanditmustbesubmittedbytheCollaborativeApplicantthatislistedontheCoCApplicantProfileine-snaps.HUDwillconditionallyselectallCoCplanningprojectsthatpasseligibilityandthresholdreview.
B. BEFOREAPPLYINGFORACOCGRANT
ThisHandbookgivesanoverviewoftheCoCrequirementsandthisfundingopportunity.ToensureacomprehensiveunderstandingandcompliancewithallCoCrequirements,allapplicantsshouldreadandbefamiliarwith:
• TheFY2017CoCNOFA• TheCoCProgramInterimRule,and• TheFY2017GeneralNOFA.
LinkstoeachofthesedocumentscanbefoundintheResourcessectionattheendofthisHandbook.
C. HIGHLIGHTSOFTHE2017NOFATHATWILLIMPACTGRANTRECIPIENTS
• ExpandedProgramEligibilityandProjectTypes:HUDisallowingcertainprojects,includingbothnewandrenewalprojects,toservebroaderpopulations.HUDalsocreatedanewprojecttype–JointTHandPH-RRHComponentProjects.TheseexpansionsarediscussedindetailunderEligibleNewProjectTypesbelow.
• Noleverage:Noleverageagainthisyear!• EasierFormCompletion:Renewalprojectapplicants(forgrantsthathaverenewedat
leastonce)maysubmittheirrenewalprojectapplicationswithnochangesonselectscreensandbudgetformshavebeensimplified.ThischangeshouldspeedapplicationprocessesforapplicantsandreviewbyHUDstaff.Inaddition,mostofthemandatory
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attachmentsintheApplicantProfile(e.g.HUD-2880,SF-LLL,HUD-50070)havebeenmovedtoe-snapsasfillableformsthatonlyrequireacheckboxcertificationwiththeprojectapplicant’sauthorizedrepresentativeinformation.
• EasierProjectExpansion:Newthisyear,HUDissimplifyingtheprocesstoexpandexistingprojects.HUDallowsprojectapplicantstoapplyforanewexpansionprojectunderthereallocationprocessorpermanenthousingbonusinordertoexpandexistingeligiblerenewalprojects,andifbothprojectsarefunded,theywillbecontractedwithasinglegrantagreement.
• NewLobbyingForm:FederalagenciesrequirethesubmissionofasignedCertificationRegardingLobbyingtoensurethatapplicantsacknowledgetherequirementsinSection319ofPublicLaw101-121,31U.S.C.1352,(theByrdAmendment)and24CFRpart87beforereceivingafederalaward.Thesestatutesandregulationprohibittheuseoffederalawardfundsforlobbyingtheexecutiveorlegislativebranchesofthefederalgovernmentinconnectionwithaspecificaward.ThisrequirementisdifferentandseparatefromtherequirementforapplicantstoreportlobbyingactivitiesusingtheSF-LLLform.TheSF-LLLformmuststillbesubmittedbyapplicantsthatlobbyorintendtolobbyusingnon-federalfunds.TheonlyapplicantsexceptedfromsubmittingtheCertificationRegardingLobbyingformarefederally-recognizedIndiantribesbecauseofeachtribe’ssovereignpower.Thisformhasalsobeenhard-codedine-snapsforprojectapplicantsandwillneedtobecompletedandcertifiedine-snapsbeforeyouhaveaccesstotheactualprojectapplication.
• CodesofConduct:AllapplicantsmusthaveacurrentHUD-approvedCodeofConduct.Mostorganizations’CodesofConductwereremovedfromHUD’swebsiteinearly2017,astheydidnotmeettherequirementsof2CFRpart200.IfyoudonotseeyourorganizationonthelistontheCodeofConductforHUDGrantProgramspageonHUD’swebsite,besuretoattachacurrentandcompleteCodeofConducttoyourProjectApplicantProfileine-snaps.
• ProgramRegulationAppliesWhenAmended:Thegrantagreementswillbesubjecttotheprogramregulationasitmaybeamendedfromtimetotime.Recipientswillbesubjecttoregulatoryrevisionsastheycomeintoeffect,withouthavingtowaituntilthegrantisrenewedinafuturecompetition.
• 2017FMRsWillApply:BecausetheCoCConsolidatedApplicationisduepriortothepublicationofthefinalFY2018FairMarketRents(FMRs),theFY2017FMRswillbeusedforfundingamounts.
• EnvironmentalRequirements:TwoimportantchangesforprojectscategorizedorCategoricallyExcludedfromreviewundertheNationalEnvironmentalPolicyActandnotsubjectto24CFR58.5(CENST):• Allscattered-siteprojectswhereprogramparticipantschoosetheirownunitandare
notrestrictedtounitswithinapre-determinedspecificprojectsiteorsitesarecategorizedin24CFR58.35(b)(1)asCENST.Thisnowincludesbothtenant-basedrentalassistanceandtenant-basedleasingprojectswhereprogramparticipantschoosetheirownunit.PreviousguidanceincludedonlyTenantBasedRentalAssistanceaseligibleCENSTprojects.
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• TheExempt/CENSTformisonlyrequiredforeachproject,noteveryunit.PreviousguidanceinstructedrecipientstocompleteanExempt/CENSTformforeachunit.
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DESIGNINGYOURPROJECT
I. HUD’SHOMELESSPOLICYANDPROGRAMPRIORITIES
AllprojectsshouldalignwithHUD’spolicyandprogrampriorities,bothtoincreasetheirlikelihoodofbeingfundedinthiscycleandtoensurethatthefundingisagoodmatchfortheprojectinthefuture.CoCsandProjectApplicationswillbeevaluatedbasedontheextenttowhichtheyfurtherHUD’spolicypriorities.AlignedwithOpeningDoors:TheFederalStrategicPlantoPreventandEndHomelessness,thepolicyprioritiessetforthintheNOFAare:
1. Endinghomelessnessforallpersons.a. CoCsshouldidentify,engage,andeffectivelyserveallpersonsexperiencing
homelessness.b. CoCsshouldmeasuretheirperformancebasedonlocaldata,takingintoaccount
challengesfacedbysubpopulations.c. CoCsshouldhaveacomprehensiveoutreachstrategytoidentifyand
continuouslyengageallunshelteredindividualsandfamilies.d. CoCsshoulduselocaldatatodeterminethecharacteristicsofindividualsand
familieswiththehighestneedsandlongestexperiencesofhomelessnesstodevelophousingandsupportiveservicestailoredtotheirneeds.
e. CoCsshouldusethereallocationprocesstocreatenewprojectsthatimprovetheiroverallperformanceandbetterrespondtotheirneeds.
2. Creatingasystemicresponsetohomelessness.
a. CoCsshouldbeusingsystemperformancemeasuressuchastheaveragelengthofhomelessepisodes,ratesofreturntohomelessness,andratesofexittopermanenthousingdestinationstodeterminehoweffectivelytheyareservingpeopleexperiencinghomelessness.
b. CoCsshouldbeusingtheirCoordinatedEntryprocesstopromoteparticipantchoice,coordinatehomelessassistanceandmainstreamhousingandservicestoensurepeopleexperiencinghomelessnessreceiveassistancequickly,andmakehomelessnessassistanceopen,inclusive,andtransparent.
3. Strategicallyallocatingandusingresources.
a. Usingcost,performance,andoutcomedata,CoCsshouldimprovehowresourcesareutilizedtoendhomelessness.
b. CoCsshouldreviewprojectquality,performance,andcosteffectiveness.c. HUDalsoencouragesCoCstomaximizetheuseofmainstreamandother
community-basedresourceswhenservingpersonsexperiencinghomelessness.d. CoCsshouldreviewallprojectseligibleforrenewalinFY2017todeterminetheir
effectivenessinservingpeopleexperiencinghomelessnessaswellastheircosteffectiveness.
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4. UseaHousingFirstapproach.a. CoCProgramfundedprojectsshouldhelpindividualsandfamiliesmovequickly
intopermanenthousing,andtheCoCshouldmeasureandhelpprojectsreducethelengthoftimepeopleexperiencehomelessness.
b. CoCsshouldengagelandlordsandpropertyowners,removebarrierstoentry,andadoptclient-centeredservicemethods.
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II. ELIGIBLENEWPROJECTTYPES
Newprojectsmayapplyforoneoftwofundingstreams:• Reallocationoffundingforrenewalprojectsor• PermanentHousingBonusfunding.
Requirements,eligibility,amounts,andprocessesdifferforthetwotypesoffunding,sopotentialapplicantsshouldconsiderbothcarefully.However,newpermanenthousingprojectswillbeevaluatedusingthesamecriteriaregardlessofwhethertheCoChasidentifiedthemasbonusorreallocationprojects.
A. NEWPROJECTSCREATEDBYREALLOCATION
TheCoCmayreallocatefundsfromrenewalprojectstobeusedfor:1. Newpermanentsupportivehousingprojectswhere100percentofthebedsare
dedicatedtochronicallyhomelessindividualsandfamilies2. DedicatedPLUSpermanentsupportivehousingprojects(newthisyear)3. Newrapidre-housingtoservehomelessindividualsandfamilies,including
unaccompaniedyouth,whoarea. residinginaplacenotmeantforhumanhabitation;b. residinginanemergencyshelter;c. personsmeetingthecriteriaofparagraph(4)ofthedefinitionofhomeless,
includingpersonsfleeingorattemptingtofleedomesticviolencesituations;d. residinginatransitionalhousingprojectthatwaseliminatedintheFY2017CoC
ProgramCompetition(newthisyear);e. residingintransitionalhousingfundedbyaJointTHandPH-RRHcomponent
project(newthisyear);orf. receivingservicesthroughaVA-fundedhomelessassistanceprogramandmet
oneoftheabovecriteriaatinitialintaketotheVA'shomelessassistancesystem(newthisyear)
4. JointTHandPH-RRHcomponentprojects,whichwillincludetransitionalhousingandpermanenthousing-rapidrehousinginasingleprojecttoserveindividualsandfamiliesexperiencinghomelessness,includingvictimsofdomesticviolence(newthisyear)
5. NewdedicatedHomelessManagementInformationSystem(HMIS)project(canonlybecarriedoutbytheHMISlead)
6. NewSupportiveServicesOnly(SSO)projecttodeveloporoperateacentralizedorcoordinatedentrysystem
Currently,thisCoChas$804,181inreallocatedfundingavailableduetonon-renewingrenewalprojects.MoremaybecomeavailableifadditionalrenewalprojectsdecidenottoapplyoroneormorerenewalprojectsisnotselectedbythePanel.Newthisyear,CoCsmayonlyreallocateeligiblerenewalprojectsthathavepreviouslybeenrenewedundertheCoCProgramorprojectsfundedundertheSupportiveHousingProgram
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(SHP)orShelterPlusCare(S+C)Programthatareeligibleforfirst-timerenewalintheFY2017CoCProgramCompetition.ThisindicatesthatCoCprojectsrenewingforthefirsttimecannotbereallocated.MoreinformationmaybereleasedbyHUD.
B. NEWPERMANENTHOUSINGBONUSPROJECTS
TheCoCcanapplyforfundsfornewPermanentHousingBonusprojectsthatmaybeusedfor:
1. Newpermanentsupportivehousingprojectswhere100percentofthebedsarededicatedtochronicallyhomelessindividualsandfamilies
2. DedicatedPLUSpermanentsupportivehousingprojects(newthisyear)3. Newrapidre-housingtoservehomelessindividualsandfamilies,including
unaccompaniedyouth,whoarea. residinginaplacenotmeantforhumanhabitation;b. residinginanemergencyshelter;c. personsmeetingthecriteriaofparagraph(4)ofthedefinitionofhomeless,
includingpersonsfleeingorattemptingtofleedomesticviolencesituations;d. residinginatransitionalhousingprojectthatwaseliminatedintheFY2017CoC
ProgramCompetition(newthisyear);e. residingintransitionalhousingfundedbyaJointTHandPH-RRHcomponent
project(newthisyear);orf. receivingservicesthroughaVA-fundedhomelessassistanceprogramandmet
oneoftheabovecriteriaatinitialintaketotheVA'shomelessassistancesystem(newthisyear)
4. JointTHandPH-RRHcomponentprojects,whichwillincludetransitionalhousingandpermanenthousing-rapidrehousinginasingleprojecttoserveindividualsandfamiliesexperiencinghomelessness,includingvictimsofdomesticviolence(newthisyear)
Bonusprojectswillberankedwithotherprojects,notfundedseparately.
C. EXPANSIONPROJECTSTHROUGHREALLOCATIONORPHBONUS
Newthisyear,HUDissimplifyingtheprocesstoexpandexistingprojects.HUDallowsprojectapplicantstoapplyforanewexpansionprojectunderthereallocationprocessorpermanenthousingbonusinordertoexpandexistingeligiblerenewalprojectsthatwillincreasethenumberofunitsintheproject,orallowtherecipienttoserveadditionalpersons.Projectapplicantsthatintendtosubmitanewreallocationorpermanenthousingbonusprojectforthepurposesofexpandinganeligiblerenewalprojectmust:
• providetheeligiblerenewalgrantnumberthattheprojectapplicantrequeststoexpandonthenewprojectapplication;
• indicatehowthenewprojectapplicationwillexpandunits,beds,services,personsserved,orinthecaseofHMISprojects,howthecurrentHMISgrantactivitieswillbeexpandedfortheCoC’sgeographicarea;and
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• ensurethefundingrequestforthenewexpansionprojectiswithinthefundingparametersallowedunderthereallocationprocessorpermanenthousingbonus(i.e.,notarequestfortransitionalhousing).
Ifboththenewexpansionprojectandtherenewalitexpandsareconditionallyselectedforfunding,onegrantagreementincorporatingbothprojectapplicationswillbeexecuted.Iftherenewalprojectapplicationisnotconditionallyselectedforfunding,theexpansionprojectapplicationwillnotbeselected.
D. OVERVIEWOFELIGIBLENEWPROJECTTYPES
1. PERMANENTSUPPORTIVEHOUSINGFORCHRONICALLYHOMELESSPEOPLE(BONUSORREALLOCATION)• Projectmustserveexclusively(100%)chronicallyhomelessindividualsand/or
householdswithchildren(see“EligibleProjectParticipants:WhoCanBeServed?”sectionofthismanual,page28).
• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionofthismanual,page26):o Acquisitiono Rehabilitationo NewConstructiono Leasingo Operationso RentalAssistanceo SupportiveServiceso HMISo IndirectCostso Administration
• Projectshouldusea“HousingFirst”approachinitsdesign.HousingFirstisamodelofhousingassistancethatisofferedwithoutpreconditions(suchassobrietyoraminimumincomethreshold)orserviceparticipationrequirements,andrapidplacementandstabilizationinpermanenthousingareprimarygoals.
• Projectsareprohibitedfromdiscriminatingagainstchronicallyhomelessfamilieswithchildren.
• Housingmaybesinglesiteorscatteredsites,andcanbeintegratedwithaffordableormarket-rateunits.
• Servicesmustbeoffered.Servicesmayvarydependingonresidents’needs.o Projectmay,butdonothaveto,requireparticipatinginnon-disabilityrelated
services.(Disability-relatedservicesincludebutarenotlimitedtomentalhealthservices,outpatienthealthservices,etc.)
o Substanceabusetreatmentprojectsmayrequireparticipationinsubstanceabusetreatmentservicesasaconditionofcontinuedparticipationintheproject.
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• Leaseisrequired;mustberenewable,foratermofatleastoneyear,andterminableonlyforcause.
2. DEDICATEDPLUS(BONUSORREALLOCATION)• DedicatedPLUSprojectisapermanentsupportivehousingprojectwhere100
percentofthebedsarededicatedtoserveindividualswithdisabilitiesandfamiliesinwhichoneadultorchildhasadisability,includingunaccompaniedhomelessyouth,thatatintakeare:o experiencingchronichomelessnessasdefinedin24CFR578.3;o residinginatransitionalhousingprojectthatwillbeeliminatedandmeetsthe
definitionofchronicallyhomelessineffectatthetimeinwhichtheindividualorfamilyenteredthetransitionalhousingproject;
o residinginaplacenotmeantforhumanhabitation,emergencyshelter,orsafehaven;buttheindividualsorfamiliesexperiencingchronichomelessnessasdefinedat24CFR578.3hadbeenadmittedandenrolledinapermanenthousingprojectwithinthelastyearandwereunabletomaintainahousingplacement;
o residingintransitionalhousingfundedbyaJointTHandPH-RRHcomponentprojectandwhowereexperiencingchronichomelessnessasdefinedat24CFR578.3priortoenteringtheproject;
o residingandhasresidedinaplacenotmeantforhumanhabitation,asafehaven,oremergencyshelterforatleast12monthsinthelastthreeyears,buthasnotdonesoonfourseparateoccasions;or
o receivingassistancethroughaDepartmentofVeteransAffairs(VA)-fundedhomelessassistanceprogramandmetoneoftheabovecriteriaatinitialintaketotheVA'shomelessassistancesystem.
• WhiletheeligiblepopulationsaremoreexpansiveforDedicatedPLUS,asapermanentsupportivehousing(PSH)projecttheotherprojectdesignconsiderationslistedunderPSHforChronicallyHomelessPeoplestillapply.
3. RAPIDRE-HOUSING(BONUSORREALLOCATION)• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionof
thismanual,page26):o Shortterm(upto3months)and/ormedium-term(3-24months)tenant-based
rentalassistanceo Supportiveserviceso HMISo IndirectCostso Administration
• Leaseisrequired;mustberenewable,foratermofatleastoneyear(regardlessofthelengthofassistanceprovided),andterminableonlyforcause.
• Projectmust:o Limitrentalassistancetonomorethan24monthsperhousehold.
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o Limitsupportiveservicestonomorethan6monthsafterrentalassistancestops.
o Re-evaluateatleastonceperyearwhethertheprojectparticipantcontinuestolacktheresourcesandsupportnetworksnecessarytoretainhousingwithoutCoCassistance.
o Offersupportiveservices(mayincludeanyeligibleCoCProgramsupportiveservice).Projectparticipantsshouldhaveaccesstoawidearrayofsupportiveservicesdesignedtohelpthemretainstable,long-termhousing.
o Requireprojectparticipantstomeetwithacasemanageratleastmonthly.(ProjectisexemptiftheViolenceAgainstWomenActortheFamilyViolencePreventionandServicesActprohibittherecipientfrommakinghousingconditionalontheparticipant’sacceptanceofservices.)
o FollowCoCwrittenpoliciesfor:• Determiningandprioritizingeligiblefamilies• Determiningtheamountorpercentageofrentthateachproject
participantmustpay• Projectmay(ifalignedwithwrittenstandardsadoptedbytheCoCinconsultation
withESGrecipientsintheCoC’sgeographicareaandadministeredconsistentlyacrossallprojects):o Setamaximumamountorpercentageofrentalassistancethataproject
participantmayreceive.o Setamaximumnumberofmonths(upto24months)thataprojectparticipant
mayreceiverentalassistance.o Setamaximumnumberoftimesthataprojectparticipantmayreceiverental
assistance.o Requireprojectparticipantstoshareinthecostsofrent.
4. JOINTTHANDPH-RRH(BONUSORREALLOCATION)• JointTHandPH-RRHcomponentprojectsmaybecreatedtobetterservehomeless
individualsandfamilies.TheJointTHandPH-RRHcomponentprojectincludestwoexistingprogramcomponents–transitionalhousingandpermanenthousing-rapidrehousing–inasingleprojecttoserveindividualsandfamiliesexperiencinghomelessness.
• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionofthismanual,page26):o Capitalcosts(i.e.,newconstruction,rehabilitation,oracquisition),leasingofa
structureorunits,andoperatingcoststoprovidetransitionalhousing;o Shortterm(upto3months)and/ormedium-term(3-24months)tenant-based
rentalassistanceo Supportiveserviceso HMISo Projectadministrativecosts.
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• WhenaprogramparticipantisenrolledinaJointTHandPH-RRHcomponentproject,therecipientorsubrecipientmustbeabletoprovidebothcomponents,includingtheunitssupportedbythetransitionalhousingcomponentandthetenant-basedrentalassistanceandservicesprovidedthroughthePH-RRHcomponent,toallparticipants.
• AprogramparticipantmaychoosetoreceiveonlythetransitionalhousingunitortheassistanceprovidedthroughthePH-RRHcomponent,buttherecipientorsubrecipientmustmakebothtypesofassistanceavailable.
• Ataminimum,projectshould:o UseaHousingFirstapproachwithclient-drivenservicemodelsandafocuson
helpingpeoplemovetopermanenthousingasquicklyaspossible–participantscannotberequiredtoparticipateintreatmentorservicestoreceiveassistance;
o Havelowbarrierstoentryandaccommodatepeoplewithpossessions,partners,pets,andotherneeds;
o Incorporateclientchoicebyhelpingparticipantsfindpermanenthousingbasedontheiruniquestrengths,needs,preferences,andfinancialresources–participantswillchoosewhentheyarereadytoexitthecrisishousingportionoftheprojectandmovetopermanenthousing,withprovidersassistingparticipantswiththismove.
o Provideorconnectparticipantstoresourcesthathelpthemimprovetheirsafetyandwell-beingandachievetheirgoals;and
o Targetandprioritizepeopleexperiencinghomelessnesswithhigherneedsandwhoaremostvulnerable,especiallythosewhoareunsheltered,haveexperiencedlongormultipleepisodesofhomelessness,havehigherbarrierstoexitinghomelessness,andaremorelikelytobevictimsofviolenceorharm.
5. DEDICATEDHOMELESSMANAGEMENTINFORMATONSYSTEM(HMIS)(REALLOCATIONONLY)• HUDrequireseachCoCtodesignateaninformationsystemtocomplywithdata
collectionrequirements.HMISsupportsCoCfunctioning,reportingandrecordkeeping,centralizedorcoordinatedassessment,andperformancemeasurement.
• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionofthismanual,page26):o HMISo IndirectCostso Administration
• TheCoC’sHMISLeadAgencyistheonlyagencythatcanapplyforthisfunding.
6. SSOPROJECTFORACENTRALIZEDORCOORDINATEDASSESSMENTSYSTEM(REALLOCATIONONLY)• Centralizedorcoordinatedassessmentsystemisdefinedtomeanacentralizedor
coordinatedprocessdesignedtocoordinateprogramparticipantintake,assessment,
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andprovisionofreferrals.AcentralizedorcoordinatedassessmentsystemcoverstheCoC’sgeographicarea,iseasilyaccessedbyindividualsandfamiliesseekinghousingorservices,iswelladvertised,andincludesacomprehensiveandstandardizedassessmenttool.
• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionofthismanual,page26):o Supportiveserviceso IndirectCostso Administration.
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III. NEWPROJECTBASICDESIGNREQUIREMENTS
A. THRESHOLDREQUIREMENTS
Fornewprojects,thereviewprocessconsidersapplicantandsubrecipienteligibilityandcapacity,projecteligibility,andprojectqualityaspartofthethresholdreview.ProjectEligibilityThreshold:HUDwillrevieweligibilitythresholdrequirementsonapass/failstandard,andifstandardsarenotmet,theprojectwillberejectedfromthecompetition.Applicantsandsubrecipientsmust:
• BeeligibleundertheCoCProgram(seesubsectionDbelow)• Demonstratefinancialandmanagementcapacityandexperiencetocarryoutthe
projectandtoadministerfederalfunds• Submitrequiredcertifications• Proposeaneligiblepopulationfortheprojecttype,asdesignatedbytheCoCProgram
InterimRuleandtheNOFA• Showthattheprojectiscost-effective,withcostsnotdeviatingsubstantiallyfromthe
norminthatlocaleforsimilarprojectactivities• AgreetoparticipateinHMIS(exceptforvictimserviceproviderswhomustusea
comparabledatabase)ProjectQualityThreshold:HUDwillreviewallnewprojectapplicationstodetermineiftheymeetprojectqualitythresholdrequirementswithclearandconvincingevidence.Thehousingandservicesproposedmustbeappropriatetotheneedsoftheprogramparticipantsandthecommunity.
• Fornewpermanenthousingprojects,applicationsmustreceiveatleast3outof4possiblepointstobefunded.Qualitythresholdfactorsinclude:
o Whetherthetypeofhousing,number,andconfigurationofunitswillfittheneedsoftheprogramparticipants;
o Whetherthetypeofthesupportiveservicesoffered(regardlessoffundingsource)willensurethatparticipantsobtainorretainpermanenthousing;
o Whethertheplantoconnectclientstobenefitsmeetsprogramparticipantneeds;and
o Whetherparticipantsareassistedinobtainingandremainingpermanenthousinginamannerthatfitstheirneeds.
• FornewJointTHandPH-RRHcomponentprojects,applicationsmustreceiveatleast3outof5possiblepointstobefunded.Qualitythresholdfactorsinclude:
o Whetherthetypeofhousing,number,andconfigurationofunitswillfittheneedsoftheprogramparticipants;
o Whetherthetypeofthesupportiveservicesoffered(regardlessoffundingsource)willensurethatparticipantsobtainorretainpermanenthousing;
o Whethertheplantoconnectclientstobenefitsmeetsprogramparticipantneeds;
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o Whetherparticipantsareassistedinobtainingandremainingpermanenthousinginamannerthatfitstheirneeds;and
o Whethertheprojectadherestoahousingfirstmodel.• FornewSSOprojectsforcentralizedorcoordinatedassessmentsystems,applications
mustreceiveatleast2outof4possiblepointstobefunded.Qualitythresholdfactorsinclude:
o WhetherthesystemiseasilyaccessibletoallintheCoC’sgeographywhoareseekinginformationabouthomelessnessassistance;
o Whethertheadvertisingstrategyisdesignedtoreachpersonswiththehighestbarriers;
o Whetherthereisastandardizedassessmentprocess;ando Whethertheprojectensuresparticipantsaredirectedtohousing/servicesthat
fittheirneeds.• FornewHMISprojects,applicationsmustreceiveatleast3outof4possiblepointsto
befunded.Qualitythresholdfactorsinclude:o HowtheHMISfundswillbeexpendedinawaythatisconsistentwiththeCoC’s
fundingstrategyfortheHMISandfurtherstheCoC’sHMISimplementation;o WhethertheHMIScollectsallUniversalDataElements;o WhethertheHMISun-duplicatesclientrecords;ando WhethertheHMISproducesallHUD-requiredreportsandprovidedataas
neededforHUDreporting(e.g.,APR,quarterlyreports,dataforCAPER/ESGreporting).
Otherthresholdrequirements:
• Projectapplicantsandpotentialsubrecipientsmusthavesatisfactorycapacity,drawdowns,andperformanceforexistinggrant(s),asevidencedbytimelyreimbursementofsubrecipients,regulardrawdowns,andtimelyresolutionofanymonitoringfindings.
• Forexpansionprojects,projectapplicantsmustclearlyarticulatethepartoftheprojectthatisbeingexpanded.Additionally,theprojectapplicantsmustclearlydemonstratethattheyarenotreplacingotherfundingsources.
• Projectapplicantsmustdemonstratetheywillbeabletomeetalltimelinessstandardsper24CFR578.85.
• HUDreservestherighttodenythefundingrequestforanewproject,iftherequestismadebyanexistingrecipientthatHUDfindstohavesignificantissuesrelatedtocapacity,performance,orunresolvedaudit/monitoringfindingrelatedtooneormoreexistinggrants.Additionally,HUDreservestherighttowithdrawfundsifnoAPRissubmittedonthepriorgrant.
• AllprojectsmusthaveaDUNSnumberandactiveregistrationinSAM.
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B. FUNDINGLEVELS&LIMITS
Eachyear’sNoticeofFundingAvailability(NOFA)willstatehowthefundingamountistobecalculated.Thisyear,theserulesapply:
• NewprojectapplicationsmustrequestthefullFairMarketRent(FMR)amountperunit.• HUDwilladjustleasing,operating,andrentalassistancebudgetlineitemsbasedon
changestotheFMR.Alladjustmentswillbemadepriortoawardannouncement.• Iftherecipienthasasubrecipient,itisrequiredtoshareatleast50%ofproject
administrativefundswithitssubrecipient(s).
C. TIMELINESS
• Proofofsitecontrol,match,environmentalreview,andthedocumentationoffinancialfeasibilitymustbecompletedwithin12monthsoftheannouncementoftheaward,or24monthsinthecaseoffundsforacquisition,rehabilitation,ornewconstruction.The12-monthdeadlinemaybeextendedbyHUDforupto12additionalmonthsuponashowingofcompellingreasonsfordelayduetofactorsbeyondthecontroloftherecipientorsubrecipient.
• Forrecipientsoffundsforrehabilitationornewconstruction:o Constructionactivitiesmustbeginwithin9monthsofthelaterofsigningofthe
grantagreementorofsigninganaddendumtothegrantagreementauthorizinguseofgrantfundsfortheproject.
o Constructionactivitiesmustbecompletedwithin24monthsofsigningthegrantagreement.
o Activitiesthatcannotbeginuntilafterconstructionactivitiesarecompletedmustbeginwithin3monthsofthedatethatconstructionactivitiesarecompleted.
• Inordertoexpendfundswithinstatutorilyrequireddeadlines,applicantsfundedfornewsponsor-basedandproject-basedrentalassistancemustexecutethegrantagreementandbeginprovidingrentalassistancewithin2years.However,HUDstronglyencouragesallrentalassistancetobeginwithin12monthsofaward.Applicantsunabletobeginwithin12monthsshouldconsultwiththelocalHUDCPDFieldOffice.
D. ELIGIBLEAPPLICANTS
• Non-profitorganizations• States• Localgovernments• InstrumentalitiesofStateandlocalgovernments• Publichousingagencies
NOTE:HUDwillnotevaluateapplicationsfromineligibleapplicants(includingtribes,tribal
entities,for-profitentities,andindividuals).HUDwillreviewtheapplicant’scapacitytodothework.
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E. INITIALFUNDINGTERM
• Newprojectsmayrequestfundingfora1-yeargrantterm(butinsomecases,canalsoapplyfora2-,3-,4-,5-,or15-yeargrant).However,anynewprojectsrequestingcapitalcosts(i.e.,newconstruction,acquisition,orrehabilitation)arenoteligiblefor1-yearrequestsandHUDwillincreasethegranttermto3yearsiftheyaresubmittedfor1-yearterms.
• Anewprojectrequesting,forexample,$300,000wouldreceivethefullamountforaoneyeargrant,$150,000eachyearforatwo-yeargrant,and$100,000eachyearforathree-yeargrant,andsoon.Ifconsideringalonger-termgrant,pleasereviewtheNOFAorconsultwithHomeBaseLocalTeammembersforgranttermrequirements.
F. MATCHREQUIREMENT
• See“OtherResources”sectionofthishandbookformoredetail.
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IV. RENEWALPROJECTSDESIGNREQUIREMENTS
Tobeeligibleforrenewalfunding:• TheapplicationmustbeapprovedbytheCoCforsubmissioninthisNOFA.• TheapplicantmusthaveanexecutedgrantagreementbyDecember31,2017,andthe
currentgrantmustexpirebetweenJanuary1andDecember31,2018.• TheapplicantmustbetheentitythatsignedtheexpiringgrantagreementwithHUD.
ThelistofpotentialprojectseligibleforrenewalinFY2017forourCoCisprovidedasaseparatehandout,containinginformationfromtheCoC’sGrantsInventoryWorksheetorGIW.ThetotalrequestforeachrenewingprojectmaynotexceedtheamountHUDapprovedforthatprojectontheGIW.
A. HIGHLIGHTSOFCHANGESINTHEFY2017NOFAFORRENEWALPROJECTS
• Renewalprojectapplicants(forgrantsthathaverenewedatleastonce)maysubmittheirrenewalprojectapplicationswithnochangesonselectscreensandhavesimplifiedbudgetscreens.ThischangeshouldspeedapplicationprocessesforapplicantsandreviewbyHUDstaff.
• Arenewalprojectthatispermanentsupportivehousing100%dedicatedtochronicallyhomelesspeoplemayeitherbecomeaDedicatedPLUSprojectormaycontinuetodedicate100percentofitsbedstochronicallyhomelessindividualsandfamilies.Ifarenewalprojectthathas100percentofitsbedsdedicatedtochronicallyhomelessindividualsandfamilieselectstobecomeaDedicatedPLUSproject,theprojectwillberequiredtoadheretoallfairhousingrequirementsat24CFR578.93.
• Arenewalprojectthatisrapidrehousingisnotrequiredtocontinuetoserveonlythoseparticipantswhowereinarapidrehousingcategorywhentheprojectwasinitiallyfunded.Therefore,ifarenewingrapidrehousingprojectwasoriginallyfundedtoserveonlyfamilieswithchildren,thatproject,throughtheFY2017projectapplication,mayindicateitwillalsoserveindividualsifitsochooses.
B. ELIGIBLERENEWALCOSTS
AllrenewalprojectsmustsubmitanapplicationthatreflectsthesamecostsandamountsasarelistedontheGrantInventoryWorksheetforthatgrant.Thosecostsmayinclude:
• Leasing• Rentalassistance• Operatingcosts• Supportiveservices
Consolidation
HUDencouragestheconsolidationofrenewalgrantswhenthegrantsarewiththesamerecipient,havethesamecomponentandexpireinthesameyear,however,projectsthathavenotyetbeenconsolidatedmustsubmitseparateprojectapplicationsforindividualrenewalgrants.Consolidationcanoccuratgrantagreementexecution,withsomelimitations.
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• HMIS• IndirectCosts• Administration
C. THRESHOLDREQUIREMENTS
HUDassumesrenewalprojectsmeetprojecteligibilityandqualitythresholdrequirementsbecauseofpreviouslyapprovedgrantapplications,unlessinformationtothecontraryisreceived(e.g.,monitoringfindings,resultsfrominvestigationsbytheOfficeofInspectorGeneral,therecipientroutinelydoesnotdrawdownfundsfromLOCCSatleastonceperquarter,consistentlylateAPRs.).Eligibilitythresholdisdeterminedonapass/failbasis,andifstandardsarenotmet,theprojectwillberejectedfromthecompetition.Inaddition,however,renewalprojectsmustmeetminimumprojecteligibility,capacity,timeliness,andperformancestandardsidentifiedinthisNOFAortheywillberejectedfromconsiderationforfunding.Whenconsideringrenewalprojectsforaward,HUDwillreviewinformationineLOCCS;AnnualPerformanceReports(APRs);andinformationprovidedfromthelocalHUD/CPDFieldOffice,includingmonitoringreportsandA-133auditreportsasapplicable,andperformancestandardsonpriorgrants,andwillassessprojectsusingthefollowingcriteriaonapass/failbasis:
• Whethertheprojectapplicant’sperformancemettheplansandgoalsestablishedintheinitialapplicationasamended
• Whethertheprojectapplicantdemonstratedalltimelinessstandardsforgrantsbeingrenewed,includingthatstandardsfortheexpenditureofgrantfundshavebeenmet
• Theprojectapplicant’sperformanceinassistingprogramparticipantstoachieveandmaintainindependentlivingandrecordofsuccess,exceptthatHMIS-dedicatedprojectsarenotrequiredtomeetthisstandard;and
• Whetherthereisevidencethataprojectapplicanthasbeenunwillingtoaccepttechnicalassistance,hasahistoryofinadequatefinancialaccountingpractices,hasindicationsofprojectmismanagement,hasadrasticreductioninthepopulationserved,hasmadeprogramchangeswithoutpriorHUDapproval,orhaslostaprojectsite.
HUDreservestherighttoreduceorrejectafundingrequestfromtheprojectapplicantforthefollowingreasons:
• OutstandingobligationtoHUDthatisinarrearsorforwhichapaymentschedulehasnotbeenagreedupon
• Auditfinding(s)forwhicharesponseisoverdueorunsatisfactory• Historyofinadequatefinancialmanagementaccountingpractices• Evidenceofuntimelyexpendituresonprioraward• Historyofothermajorcapacityissuesthathavesignificantlyaffectedtheoperationof
theprojectanditsperformance• Historyofnotreimbursingsubrecipientsforeligiblecostsinatimelymanner,oratleast
quarterly;and
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• Historyofservingineligibleprogramparticipants,expendingfundsonineligiblecosts,orfailingtoexpendfundswithinstatutorilyestablishedtimeframes.
D. FUNDINGLEVELS&LIMITS
Eachyear’sNoticeofFundingAvailability(NOFA)willstatehowtherenewalamountistobecalculated.Thisyear,theserulesapply:
• Eligiblerenewalprojectsrequestingrentalassistancearepermittedtorequestaper-unitamountlessthantheFairMarketRent(FMR),basedontheactualrentcostsperunit(butnotmorethan).Thiswillhelptoreducethenumberofprojectsreceivingrentalassistancethathavelargebalancesofunspentfundsremainingattheendoftheoperatingyear.RenewalprojectapplicantsmustensurethattheamountrequestedwillbesufficienttocoveralleligiblecostsasHUDcannotprovidefundsbeyondwhatisawardedthroughthecompetition.
• HUDwilladjustleasing,operating,andrentalassistancebudgetlineitemsbasedonchangestotheFairMarketRents(FMR).Alladjustmentswillbemadepriortoawardannouncement.BecausetheapplicationdeadlinefallsinFY2017,HUDwilluseFY2017FMRs.
• Torequestincreasedfundingtoahigherlevelofservices/housingthanthepreviousgrant,theapplicantmustsubmitanewapplicationforanyproposedexpansionandrenewalapplicationtorenewtheexistingproject.(Theonlynewapplicationsforfundingacceptedwillbethosedescribedearlierinthisdocument,SectionII.D.)
• Iftherecipienthasasubrecipient,itisrequiredtoshareatleast50%ofprojectadministrativefundswithitssubrecipient(s).
E. FUNDINGTERM
• Allrenewalsareeligibletoapplyforoneyearofrenewalfunding.
F. MATCHREQUIREMENT
• See“OtherResources”sectionofthismanualformoredetail.
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V. ELIGIBLECOSTSTOINFORMPROJECTDESIGN
InformationabouteligiblecostsundereachlineitemcanbefoundintheCoCProgramInterimRule,24CFR578.AusefulversionoftheCoCProgramInterimRulecanalsobefoundat:https://www.hudexchange.info/resources/documents/CoCProgramInterimRule_FormattedVersion.pdfIfyouwouldlikeadocumentthatclarifieseligiblecostsinaneasy-to-readformat,pleasecontactyourHomeBaseLocalTeammemberandonewillbeprovidedtoyou.
NOTE:ProjectsoftenhaveadditionallimitationsbeyondthoseintheInterimRule,duetotheirprojectdesignortheNOFAunderwhichtheywere
originallyfunded.Afewthingstohighlightbecausetheyhavechangedinrecentyearsinclude:
• Programincomecanbeusedatmatch.Programincomemustalwaysbeusedforeligibleactivitiesunderthegrant.Newthisyear,projectapplicantsthatintendtouseprogramincomeasmatchmustprovideanestimateofhowmuchprogramincomewillbeusedformatch.
• Non-profitorganizationshavepermanentauthoritytoadministerrentalassistanceprojectsforpermanenthousingprojects.
• Tenant-basedRentalAssistance(TBRA)isrentalassistanceinwhichprogramparticipantschoosehousingofanappropriatesizeinwhichtoreside,andcertainhouseholdswithdomesticviolenceexperiencehavebeenabletoretaintheassistanceoutsidetheCoC’sarea.Asoflastyear,otherprogramparticipantsmayalsochoosehousingoutsidetheCoC’sgeographicareaiftherecipientisabletomeetallCoCrequirementsintheareawheretheparticipantchooseshousing.Ifunabletomeettherequirements,therecipientmayrefusetopermittheparticipanttoretainTBRAiftheparticipantmovesoutsideofthegeographicarea.
• Indirectcosts(alsoknownas“facilitiesandadministrativecosts”definedat2CFR200.56)areeligibleundertheCoCProgram,andiftheapplicantdoesnothaveanapprovedfederallynegotiatedindirectcostrate,theapplicantmayuseademinimisrateof10percentofModifiedTotalDirectCosts.(Seecalloutboxonnextpageformoredetail.)
Alsoremember:
• Stafftrainingandthecostsofobtainingprofessionallicensesorcertificationsneededtoprovidesupportiveservicesarenoteligiblesupportiveservicescosts.Somelimitedtrainingiseligibleunderadministrativecosts,however.
• Administrativecostsdonotincludestaffandoverheadcostsdirectlyrelatedtocarryingoutothereligibleactivities(e.g.,rentalassistance),becausethosecostsareeligibleaspartofthoseactivities.
• TimespentpreparingtheannualapplicationtoHUDisnotaneligibleuseofCoCfunds.
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INDIRECTCOSTSIndirectcosts(alsoknownas“facilitiesandadministrativecosts”definedat2CFR200.56)arethosecostsincurredforacommonorjointpurposebenefitingmorethanonecostobjective,andnotreadilyassignabletothecostobjectivesspecificallybenefited,withouteffortdisproportionatetotheresultsachieved.Tofacilitateequitabledistributionofindirectexpensestothecostobjectivesserved,itmaybenecessarytoestablishanumberofpoolsofindirectcosts.Indirectcostpoolsshouldbedistributedtobenefitedcostobjectivesonbasesthatwillproduceanequitableresultinconsiderationofrelativebenefitsderived.Referto2CF200.413and200.414foradditionalinformationondeterminingifcostschargedtotheawardaredirectorindirect.
ApplicantsselectedforfundingpursuanttothisNOFAmaychargeindirectcoststotheaward.
ApplicantswithanapprovedfederallynegotiatedindirectcostratemustsubmitwiththeirapplicationacopyoftheirapprovedIndirectCostRateProposaltosubstantiatetheirrequest.
Applicantsthatdonothaveanapprovedfederallynegotiatedindirectcostratemaychargeamaximumrateof10percentofModifiedTotalDirectCosts.2CFR200.414(f)statesthatnonfederalentitiesthathaveneverreceivedanegotiatedindirectcostrate(exceptagovernmentaldepartmentoragencyunitthatreceivesmorethan$35millionindirectfederalfunding)mayelecttochargeademinimisrateof10percentofModifiedTotalDirectCosts,whichmaybeusedindefinitely.Ifchosen,thismethodologymustbeusedconsistentlyforallfederalawardsuntiltheentitychoosestosubmitanindirectcostrateproposalandnegotiateforarate.
Ifanapplicantchoosestonegotiateforanindirectcostrate,theapplicantmustcontactthedesignatedcognizantagencyforindirectcosts.Forinformationaboutcognizantagenciesforindirectcostrates,see2CFR200.19.
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VI. ELIGIBLEPROJECTPARTICIPANTS:WHOCANBESERVED?
AllHUDCoCfundingprogramsrequirethatparticipantsbehomeless.However,differentprojecttypeshavedifferentrequirementsforwhoishomelessandwhoiseligible.WhilesomeofthecategoriesbelowidentifyacertainsubpopulationofhomelesspeoplewhoprojectsMUSTserveexclusively,thisdoesnotmeanthesubpopulationmaynotbeservedbyanotherprojectthatisnotlimitedtothatpopulation.However,HUDindicatesthatforanyPSHbeds,chronicallyhomelesspeoplewithinthespecifiedsubpopulationshouldbeprioritizedforentry.IntheSantaClaraCountyCoC,allreferralsforpermanenthousingarethroughtheCoC’sCoordinatedAssessmentSystem.Asalways,whatgovernsisyourgrantagreement.
• Ifyourgrantagreementlimitswhoyoucanservebeyondthelimitationshere,thatisthepopulationyoumustserve.
• Newprojectapplicantsmayalsohavestricterlimitationsonwhotheyareeligibletoservethanwhatisincludedhere.
• ThissectionoftheHandbookisincludedtoorientyoutotheProgramRules,nottheobligationsthatapplytoyourspecificgrant.
Keytoabbreviations: HEARTHDefinitionCategoriesPSH=permanentsupportivehousingRRH=rapidrehousingSH=safehaven TH=transitionalhousingSSO=supportiveservicesonlyCH=ProjectsfundedundertheSamaritanBonusforchronicallyhomelessindividualsorotherprojectsservingonlychronicallyhomelesspeople
Cat1=Shelter,Streets,etc.Cat2=ImminentlyatRiskofHomelessnessCat3=Families/youthhomelessunderotherFederalstatutesCat4=Homelessduetodomesticviolence,etc.
WhoIs“Homeless”?
PSH# RRH SH TH@ SSO CHLivinginplacesnotmeantforhumanhabitation:cars,parks,sidewalks,andabandonedbuildings
XCat1
XCat1
XCat1
XCat1
XCat1
XCat1
Livinginemergencyshelterorgovernment/charity-fundedmotel(emergencyvoucher)
XCat1
XCat1
XCat1
XCat1
XCat1
XCat1
Livinginasafehaven(asdefinedby X X X X X X
#NewPSHforCHprojectsfundedundertheFY2017CoCNOFAmustcomplywiththeCHcolumn.NewDedicatedPLUSprojectshaveaslightlyexpandeddefinitionofhomelessnesstoapplyfromtheCHcolumn(seeSectionII.D.2,page13).@ JointTHandPH-RRHComponentprojectsfundedundertheFY2017CoCNOFAhavesimilareligibilityrequirementstoaTHorRRHprojectinthischart.
HomeBase Local Team| Advancing Solutions to Homelessness 29
PSH# RRH SH TH@ SSO CHHUD) Cat1 Cat1 Cat1 Cat1 Cat1 Cat1Livedinoneoftheaboveplacesbuttemporarily–fornomorethan90days–inaninstitution
XCat1
XCat1
XCat1
XCat1
XCat1
XCat1
LivinginTransitionalHousingforhomelesspeopleandoriginallycamefromthestreetsoremergencyshelter
XCat1
X*Cat1
XCat1
XCat1
XCat1
LivinginTransitionalHousingforhomelesspeopleandDIDNOToriginallycomefromthestreetsoremergencyshelter
LimitedtoCat4
XCat1
XCat1
Beingevictedwithinfourteendaysandnosubsequentresidencehasbeenidentifiedandlacksresourcesandsupportnetworktoaccesshousing
X*Cat2 X
Cat2X
Cat2
Unaccompaniedyouthunder25orfamilieswithchildrenhomelessunderotherfederalstatutesandwhohavenothadalease/ownership/occupancyagreementforpast60days,havemoved2+timesinpast60days,andwillcontinuebeingunstablyhousedbecauseofoneofseveralconditions/situations(e.g.chronicdisabilities,employmentbarriers,etc.)
X*Cat3(ifhavespecialHUD
approval)
XCat3(ifhavespecialHUD
approval)
XCat3(ifhavespecialHUD
approval)
Fleeingdomestic/datingviolence,sexualassault,stalking,etc.andnootherresidencehasbeenidentifiedandlacksresourcesandsupportnetworktoaccesshousingInthe2015NOFA,HUDclarifiedthatpersonsfleeingorattemptingtofleehumantrafficking,includingsextrafficking,qualifyunderthiscategory.
XCat4butfrom
streets,ES,SH,orTH
(orinstitutionslessthan90days)
XCat4 X
Cat4X
Cat4
XCat4but
seechronicallyhomelessbelow
* NewRRHprojectsfundedunderthisFY2017CoCNOFAmaynotservepersonslivinginTH(unlesstheTHprojectwaseliminatedintheFY2017CoCProgramCompetition,ortheTHisfundedbyaJointTHandPH-RRHcomponentproject);personsbeingevictedwithinfourteendays(Category2);oryouth/familieshomelessunderotherFederalstatutes(Category3).
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OtherEligibilityRequirementsforCoCProjectParticipants
PSH RRH SH TH SSO CHMustbedisabled(physically,mentally,emotionally,developmentally,duetoalcoholand/ordrugs,orduetoHIV/AIDS):• Long-continuingorindefiniteduration• Substantiallyimpedesabilitytolive
independently• Ofanaturethatwouldbeimprovedby
suitablehousing(Seethefulldefinitionofdisabilitybelow.)
X
Mayserve
X Mayserve
Mayserve X
Mustlivealone,sufferfromseriousmentalillnessandotherdebilitativebehavioralconditions,liveonthestreets,andhavebeenunwillingorunabletoparticipateinsupportiveservices
Mayserve
Mayserve X May
serveMayserve
Mayserve
Mustbechronicallyhomeless,definedas:ahomelessindividual,orafamilywithanadultheadofhousehold(orifnoadult,aminorheadofhousehold)withadisability(see“PersonswithDisabilities”definedbelow)who:
• Livesinaplacenotmeantforhumanhabitation,asafehaven,orinanemergencyshelter;AND
• Hasbeenhomelessinsuchplaceforatleast12monthsORonatleast4separateoccasionsinthelast3years,aslongasthecombinedoccasionsequalatleast12monthsandeachbreakinhomelessnessseparatingtheoccasionsincludedatleast7consecutivenights
Staysininstitutionalcarefacilitiesforfewerthan90dayswillnotconstituteabreakinhomelessness,butareincludedinthe12-monthtotal.
Mayserve
Mayserve
Mayserve
Mayserve
Mayserve X
PeopleinthefollowingsituationsareNOThomeless:
• Inhousing,eventhoughtheyarepayinganexcessiveamountfortheirhousing,thehousingissubstandardandinneedofrepair,orthehousingiscrowded;
• Livingwithrelativesorfriends;• LivinginaBoardandCare,AdultCongregateLivingFacility,orsimilarplace;• Beingdischargedfromaninstitution(afterastayof90consecutivedaysormore);or• UtilizingHousingChoiceVouchers,exceptKatrinaevacueesthatreceivedKatrina
DisasterHousingAssistanceProgram(KDHAP)HousingChoiceVouchers
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FREQUENTLYASKEDQUESTIONS:WHOISHOMELESS?Withregardtothefinalruleonthedefinitionofhomeless,doestheconditionthat“Theprimarynighttimeresidencewillbelostwithin14daysofthedateofapplicationforhomelessassistance”applywhenanindividualorfamilywhoislivingwithsomeoneistoldtheyneedtomoveoutinaweek?
Yes,aslongastheymeetalloftheotherrequirementsofcategory2ofthehomelessdefinition.Thesecondcategoryofthedefinitionofhomelessincludesindividualsandfamilieswhoarewithin14daysoflosingtheirhousing,includinghousingtheyown,rent,aresharingwithothers,orarelivinginwithoutpayingrent.Italsoincludesindividualsandfamilieswhoarelivinginhotelsandmotelsthattheyarepayingforusingtheirownresources.Anyindividualorfamilywhowilllosetheirhousingwithin14days–includingthosewhoarewithinoneweekoflosingtheirhousing–whohavenotidentifiedasubsequentresidence,andwholacktheresourcesorsupportnetworksneededtoobtainotherpermanenthousing,qualifiesas“homeless”undercategory2ofthehomelessdefinition.
Withregardtothefinalruleonthedefinitionofhomeless,areallindividualsandfamiliesthatarecurrentlyresidingintransitionalhousingprogramsnoweligibleforpermanentsupportivehousing?
No,notallindividualsandfamiliescurrentlyresidingintransitionalhousingwillbeeligibleforpermanentsupportivehousing.PermanenthousingprojectsmustcontinuetoabidebythelimitationsandrequirementsincludedintheNOFAunderwhichtheywerefunded,includingthelimitationoneligibility.Forexample,projectsfundedintheFY2016CoCCompetitionmustcontinuetoabidebythelimitationonPermanentSupportiveHousingsetforthintheNOFAinSectionV.G.2.b(4),whichstates,"Theonlypersonswhomaybeservedbyanynon-dedicatedpermanenthousingbedsarethosewhocomefromthestreets,emergencyshelters,safehavens,institutions,ortransitionalhousing.Homelessindividualsandhomelessfamiliescomingfromtransitionalhousingmusthaveoriginallycomefromthestreetsoremergencyshelter.Homelessindividualsandfamilieswithaqualifyingdisabilitywhowerefleeingorattemptingtofleedomesticviolence,datingviolence,sexualassault,stalking,orotherdangerousorlifethreateningconditionsandarelivingintransitionalhousing,areeligibleforpermanentsupportivehousingeveniftheydidnotliveonthestreets,emergencyshelters,orsafehavenspriortoentryinthetransitionalhousing.Personsexitinginstitutionswheretheresidedfor90daysorlessandcamefromthestreets,emergencyshelter,orsafehavensimmediatelypriortoenteringtheinstitutionarealsoeligibleforpermanentsupportivehousing.”
Areyouthwhoarewithin14daysofexitingthefostercaresystemwhohavenotidentifiedotherpermanenthousingandhavenootherresourcesorsupportnetworkstoobtainpermanenthousingdefinedashomelessunderCategory2ofthedefinitionofhomeless?
No.Youthwhoarewithin14daysofexitingthefostercaresystemwhohavenotidentifiedotherpermanenthousingandwhohavenootherresourcesorsupport
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networkstoobtainpermanenthousingarenotdefinedashomelessunderCategory2ofthedefinitionofhomeless.ThisisdifferentthanhowHUDoperationalizedeligibilityforTransitionalHousingandSupportiveServiceOnlyprojectsundertheSupportiveHousingProgram.TheHEARTHActamendmentschangedthedefinitionofhomelessforHUD’sHomelessAssistanceprogramsandHUDbeganimplementingthechangesthroughtheFY2011HomelessAssistanceGrantsProgramcompetition.Inmostinstances,thedefinitionwasbroadened;however,inthisoneinstance,thedefinitionwasnarrowed.ThestatutorylanguageinSection103(5),whichHUDfurtherclarifiedthroughtheregulations,definesashomeless,“Anindividualwhoresidedinashelterorplacenotmeantforhumanhabitationandwhoisexitinganinstitutionwhereheorshetemporarilyresided.”Throughtheregulation,HUDfurtherclarifiedthatindividualsexitingsystemsofcare,includinginstitutionsandfostercare,arenolongerdefinedashomelessiftheyhaveresidedthereformorethan90daysandwerenotpreviouslylivingonthestreetsorinemergencyshelterpriortoenteringtheinstitutionorsystemofcare.ThismeansthatunaccompaniedyouthbeingemancipatedfromthefostercaresystemarenotdefinedashomelessunderCategory1,unlesstheyareresidingonthestreetsorinanemergencyshelteratthepointofintake.Additionally,HUDhasdeterminedthatindividualsexitinginstitutions,orsystemsofcare,arenotdefinedashomelessunderparagraph(2)ofthedefinitionofhomelesseveniftheyarewithin14-daysofdischargeandnosubsequentresidencehasbeenidentified.ThismeansthatunaccompaniedyouthwhoarebeingemancipatedfromthefostercaresystemarenotdefinedashomelessunderCategory2,andarethereforenoteligibleforthoseprojectsthatserveCategory2intheCoCProgram.
Definitionof“PersonswithDisabilities”:
• Apersonshallbeconsideredtohaveadisabilityifheorshehasadisabilitythat:o Isexpectedtobelong-continuingorofindefiniteduration;o Substantiallyimpedestheindividual’sabilitytoliveindependently;o Couldbeimprovedbytheprovisionofmoresuitablehousingconditions;ando Isaphysical,mental,oremotionalimpairment,includinganimpairmentcaused
byalcoholordrugabuse,posttraumaticstressdisorder,orbraininjury.• Apersonwillalsobeconsideredtohaveadisabilityifheorshehasadevelopmental
disability.1
1 Developmentaldisabilitymeans,asdefinedinsection102oftheDevelopmentalDisabilitiesAssistanceandBillofRightsActof2000(42U.S.C.15002):(1)Asevere,chronicdisabilityofanindividualthat—
(i)Isattributabletoamentalorphysicalimpairmentorcombinationofmentalandphysicalimpairments;(ii)Ismanifestedbeforetheindividualattainsage22;(iii)Islikelytocontinueindefinitely;(iv)Resultsinsubstantialfunctionallimitationsinthreeormoreofthefollowingareasofmajorlifeactivity:
(A)Self-care;(B)Receptiveandexpressivelanguage;(C)Learning;(D)Mobility;
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• Apersonwillalsobeconsideredtohaveadisabilityifheorshehasacquiredimmunodeficiencysyndrome(AIDS)oranyconditionsarisingfromtheetiologicagentforacquiredimmunodeficiencysyndrome,includinginfectionwiththehumanimmunodeficiencyvirus(HIV).
• Theterm“personwithdisabilities”alsoincludes,exceptinthecaseoftheSROcomponent,
o Twoormorepersonswithdisabilitieslivingtogether,o Oneormoresuchpersonslivingwithanotherpersonwhoisdeterminedtobe
importanttotheircareorwell-being,ando Thesurvivingmemberormembersofanydisabledhouseholdwhowereliving,in
aunitassistedwithCoCfunds,withthedeceaseddisabledmemberofthehouseholdatthetimeofhisorherdeath.(Therighttorentalassistanceunderthispartwillterminateattheendofthegrantperiodinwhichthedeceasedmemberwasaparticipant.)
Keytothedefinitionofdisabilityisdeterminingthattheimpairmentisoflong-continuedorindefinitedurationandsubstantiallyimpedestheperson’sabilitytoliveindependently.Forexample,drugoralcoholabusethatdoesnotsubstantiallyimpedeaperson’sabilitytoliveindependentlydoesnotqualifyasadisability.
(E)Self-direction;(F)Capacityforindependentliving;(G)Economicself-sufficiency;and
(v)Reflectstheindividual’sneedforacombinationandsequenceofspecial,interdisciplinary,orgenericservices,individualizedsupports,orotherformsofassistancethatareoflifelongorextendeddurationandareindividuallyplannedandcoordinated.
(2)Anindividualfrombirthtoage9,inclusive,whohasasubstantialdevelopmentaldelayorspecificcongenitaloracquiredcondition,maybeconsideredtohaveadevelopmentaldisabilitywithoutmeetingthreeormoreofthecriteriadescribedinparagraphs(1)(i)through(v)ofthedefinitionof‘‘developmentaldisability’’iftheindividual,withoutservicesandsupports,hasahighprobabilityofmeetingthosecriterialaterinlife.
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PROGRAMREQUIREMENTS
VII. OTHERRESOURCES
A. MATCH
Recipientsandsubrecipientsarerequiredtoprovidecashorin-kindmatchfromsourcesoutsideofthisgrantfundingrequestinaccordancewiththeCoCregulations.
• Therecipientorsubrecipientmustmatchallgrantfunds,exceptforleasingfunds,withnolessthan25percentoffundsorin-kindcontributionsfromothersources.The25percentmatchmustbeprovidedonagrant-by-grantbasis.
• CashMatch:Arecipientorsubrecipientmayusefundsfromanysource,includingany
otherfederalsources(excludingContinuumofCareprogramfunds),aswellasState,local,andprivatesources,providedthatfundsfromthesourcearenotstatutorilyprohibitedtobeusedasamatch.(TherecipientmustensurethattherulesgoverningmatchfundsallowthemtobematchfortheCoCProgram.)
o ThecashmustbeusedforactivitiesthatareeligibleunderSubpartDoftheCoCInterimRule.
o NOTE:ProgramincomeCANbeusedasmatch.Projectapplicantsthatintendtouseprogramincomeasmatchmustprovideanestimateofhowmuchprogramincomewillbeusedformatch.
• In-kindMatch:Therecipientorsubrecipientmayusethevalueofanyrealproperty,
equipment,goods,orservicescontributedtotheprojectasmatch,providedthat,iftherecipientorsubrecipienthadtopayforthemwithgrantfunds,thecostswouldhavebeeneligible.
o Beforegrantexecution,servicestobeprovidedbyathirdpartymustbedocumentedbyamemorandumofunderstanding(MOU)betweentherecipientorsubrecipientandthethirdpartythatwillprovidetheservices.
§ Servicesprovidedbyindividualsmustbevaluedatratesconsistentwiththoseordinarilypaidforsimilarworkintherecipient’sorsubrecipient’sorganization.
§ TheMOUmustestablishtheunconditionalcommitment,exceptforselectiontoreceiveagrant,bythethirdpartytoprovideservices,thespecificservicetobeprovided,theprofessionofthepersonsprovidingtheservice,andthehourlycostoftheservicetobeprovided.
B. LEVERAGE
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Inthepast,havinglettersindicatingfinancialsupport(“leverageletters”)foritsprojectsimprovedtheCoC’sscoreinthenationalcompetition.In2017,asin2016,theCoCisnotscoredontheamountofleverageitsubmitsandleveragedocumentationisnotrequiredaspartoftheprojectapplication.
C. DOCUMENTATIONOFMATCH
ApplicantsarerequiredtodocumentallmatchcommitmentsforHUD.DocumentationmustbedatedbetweenMay1,2017andSeptember28,2017.Thefollowingpagesprovideaformfordocumentationandpotentialsourcesofmatch.Theagencymaywritealetterinsteadofusingthechartonthefollowingpage,butthelettermustincludeeachofthepiecesofinformationrepresented.Intheprojectapplication,projectsmustlistthetypeofsourceandthevalueofeachmatchcommitment,butwillNOTberequiredtoattachthematchletter.Thematchinformationenteredine-snapsshouldbebasedonthecurrentcommitmentsatthetimeofprojectapplication,coveringtherequestedgrantoperatingperiod,andNOTbasedonprojections.Theapplicationshouldbeaccurate,withacommitmentletter(s)inplacethatincludestheamount(s)listed.
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D. FORMOFMATCHLETTER
[Thismustbeontheletterheadoftheentityprovidingtheresource.]
Inthechartbelowisinformationregardingtheresourcebeingprovidedbythisagency.
Nameoforganizationprovidingtheresource
Typeofcontribution*
Valueofthecontribution**
Nameofproject
Nameofgrantrecipientand/orsubrecipient
Datethecontributionwillbeavailable***
[________],2018OR[_________],2019
Nameofpersonauthorizedtocommittheseresources
Titleofpersonauthorizedtocommittheseresources.
Signatureofpersonauthorizedtocommittheseresources.
Date MustbedatedbetweenMay1andSeptember28,2017* E.g.,cash,childcare,casemanagement,healthcare,etc.**Ifpossible,identifytheformulaandvaluesusedincalculatingthevalue.***Forrenewals,thisdatemustbewithinyour2018-2019operatingyear.
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E. EXAMPLESOFOTHERRESOURCES
AdvocacyAssistancetoimmigrationBenefitsadvocacyHousingadvocacyLegalassistance,advocacy,representation,andreferralsPeeradvocacyTenantrightsworkshopsChildrenAfter-schoolchildren’sprogramChilddevelopmentconsultationChildcareservicesChildren’sbooks,loanedtelevision,videos,artsuppliesasavailable,training,ticketsforspecialeventsChildren’sartprogramChildren’sbooksChildren’scircusprogramChildren’sholidaypartyandshoppingspreeK-12homelesseducationParentingclassesSummercampTherapeuticdaycareWeeklychildren’sartprogramCounselingBereavementcounselingandpastoralservicesCounselingservicesCrisisinterventionLandlord/tenancycounselingPre-treatmentcounseling,supportgroups,counseling,andhousingassistanceRecoverygroupsSupportgroupsTherapyEducation,EmploymentandTrainingAfterschoolandassociatedsummerschoolactivitiesAftercareservicesBasiccomputerskillsclassesandindividualtutoringforresidentsandgraduatesBenefitsandWorkIncentiveWorkshopsComputerliteracytraining
EmploymentandtrainingservicesEducation/coursesEducationcounselingESLJobdevelopmentandemploymentservicesJobresearchJobplacementJobretentionLeadershiptrainingLifeskillstrainingLiteracyNutritioneducation/cookingclassesSchoolsuppliesforchildrenSewingclassesTrainingtuitionTrainingvideosandgamesTransitionalhousingTutoringUniformvouchersVocationalservicesFinancialServicesAsset/resourcemanagementservicesMoneymanagementRepresentativepayeeservicesHealthAcupunctureservicesAdultdayhealthcareAIDS-relatedservicesDentalscreeningservicesDetoxificationservicesDualdiagnosisservicesEmergencyroomservicesGynecologicalservicesHealthcareresourcesandeducationHealthcareservicesMedicalservicesMedical,psychiatricandpharmacyservicesMedicationsupportMentalhealthservicesPeersupportPregnancytestingPreventativeHealthCareServicesPsychiatricdisabilityevaluationsPsychotherapyResidentialandoutpatienttreatmentservicesRespitecare
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SubstanceabuseservicesTriageHousingConstructionloanscashmatchEmergencymotelvouchersEmergencyshelterFinancialmoveingrants,housingsearchsupportandmonthlyhousingclinicsHousingHousingplacementHousingsearchassistanceLeaseholdvalueofbuildingMaintenanceandrepairprojects/beautificationprojectMove-inassistancePropertymanagementRentalassistanceandfinancialassistanceformove-incostsRentalsubsidiesHumanResourcesAmericorpsVISTAVolunteersAdvertisingApplicantinterviewConsultationstaffMentalhealthadvocacystaffNewemployeeorientationPre-EmploymentprocessVolunteerhoursIn-KindCash/grantsClothingEquipmentFoodFurnishingsHouseholditemsWelfarebenefitsOperationsAdministrativesupportClericalservicesConsultingandpracticalsupportFacilityspaceIndirectexpensesMailservice
Office/workshopspaceProgrammingVoicemailSupportiveServicesArtisticservicestoresidentsAssessmentservicesCalWORKSeligibilitysupportCasemanagementCommunitydevelopmentFamilySupportServicesGroomingIndependentlivingservicesMentoringservicesOutreachRecreationaltripsandactivitiesReferralsRestrainingorderassistance,courtaccompanimentandconsultationShelterservicesStorytellingSupportservicessupervisionTeamLeaderTechnicalassistanceTranslationservicesVeteran’sservicesassistanceYMCAmembership&joiningfeesTransportationSubsidized/freebuspassesTransportationVehicle
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VIII. LATERRESPONSIBILITIESFORRECIPIENTSANDSUBRECIPIENTS
Ifyourapplicationisconditionallyawarded,youwillhaveanumberofresponsibilities.Pleasebesurethatyouarecapableofcarryingallofthemoutbeforesubmittingyourapplication.Thelistthatfollowsincludessomeoftherecipient/subrecipientresponsibilities.For2017,theserequirementsaredetailedinthe2017GeneralSectionNOFA,2017CoCProgramNOFA,andtheCoCInterimProgramRule(24CFR578).Allgrantrecipientsandsubrecipientsshouldreadthesethreedocumentscarefully.
A. NEWPROJECTS
• Pre-ContractRequirements:o Proofofsitecontrol,match,environmentalreview,andthe
documentationoffinancialfeasibilitymustbecompletedwithin12monthsoftheannouncementoftheaward,or24monthsinthecaseoffundsforacquisition,rehabilitation,ornewconstruction.The12-monthdeadlinemaybeextendedbyHUDforupto12additionalmonthsuponashowingofcompellingreasonsfordelayduetofactorsbeyondthecontroloftherecipientorsubrecipient.
o UseCovenants:Allgrantsoffundsforacquisition,rehabilitationornewconstructionrequirerecordationofaHUD-approveduseandrepaymentcovenantrequiringoperationoftheprogramfor15years.
o EnvironmentalReview:Allgrantsforacquisition,rehabilitation,conversion,leasing,repair,disposal,demolition,orconstructionmustdemonstratethattheprojectsiteisfreeofhazardousmaterialsthatcouldaffectthehealthandsafetyoftheoccupants.
o Section3Compliance:Projectsusinghousingassistancefundingforhousingrehabilitation(includingreductionandabatementoflead-basedpainthazards,butexcludingroutinemaintenance,repairandreplacement)orhousingconstruction,aresubjecttoSection3oftheHousingandUrbanRehabilitationActof1968.
o BuildingCodes:HousingandfacilitiesconstructedorrehabilitatedwithassistanceunderthispartmustmeetStateorlocalbuildingcodes,andintheabsenceofStateorlocalbuildingcodes,theInternationalResidentialCodeorInternationalBuildingCode(asapplicabletothetypeofstructure)oftheInternationalCodeCouncil
o Otherlikerequirements(e.g.,leadbasedpaint,environmentalrequirements,realpropertyacquisitionandrelocation,etc.)
B. ALLPROJECTS
• AnnualAudits:Anyrecipientexpending$750,000ormoreinayearinfederalfundsmustconductasingleorprogram-specificauditforthatyearinaccordancewiththeprovisionsofOMBCircularNo.A-133.
• Reporting:
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o AnnualPerformanceReports(APR):YouragencywillberesponsibleforsubmittinganAPRforeachprojecteveryyear,whichprovidesclientdata,serviceutilizationinformation,programoutcomes,andfinancialinformation.HUDmayterminatetherenewalofanygrantandrequirerepaymentiftheAPRisnotfiledontimeorifHUDdeemstheAPRunacceptableorshowingnoncompliancewithgrantrequirements
o Record-keeping:Recipientsmustmaintainrecordsandwithinthetimeframerequired,makeanyreports,includingthosepertainingtorace,ethnicity,gender,anddisabilitystatusthatHUDmayrequire.CoCapplicantsmayreportthisdataaspartoftheirAPRsubmissiontoHUD.
o TransparencyAct:Awardnoticesmayalsoincluderequirementsforsub-awardreportingincompliancewiththerequirementsoftheFederalFinancialAssistanceAccountabilityandTransparencyActof2006(Pub.L.109-282)(TransparencyAct)andSection872oftheDuncanHunterNationalDefenseAuthorizationActforFiscalYear2009(Pub.L.110-417)
• Impact/SuccessIndicators:Allprojects,exceptforHMIS,mustprovidesystematicindicatorsforevaluatingthepositiveimpact/successtheprojectwillhaveonclientsandreducinghomelessnessinthecommunity.HUDwillrequireprojectstoincludemeasuresfor:lengthoftimeintheproject;recidivism;movementtoandstabilityinpermanenthousing;connectionwithmainstreambenefits;andjobandincomegrowthforpersonswhoarehomeless.Projectsmayalsoindicateadditionalmeasuresonwhichtheprojectwillchartsuccess.
• OtherDataRequests:YouragencymustprovideperformanceandotherrequesteddatatotheCoCforcommunity-levelanalysisandplanning.
• MatchDocumentation:Youragencymustmaintaindocumentationofanyrequiredmatchfundinginyourfinancialreportsonagrant-specificbasis.
• HMISParticipation:YouragencymustparticipateintheCoC’sHomelessInformationManagementSystemandenterdataconsistentwiththeapplicableHMISDataStandards.
• Performance:Youragencymustperformthetasksoutlinedinyourapplicationandgrantagreement,includingcomplyingwithallofthelanguageintheApplicantCertifications,andfollowingallHUDstatutesandregulationsapplicabletothegrant.
• DocumentationofHomelessStatusandDisabilityStatus:HUDrequiresallrecipientstodocumentthehomelessstatus,andinsomecasesthedisabilitystatus,forallclients.
• HousingRelatedRequirements:HUDrequiredrecipientstoensure:compliancewithHousingQualityStandards(HQS),thathousingisappropriatetotheneedsofthepersonsserved,suitabledwellingsize,andthathousingrentalamountiswithinHUD’sguidelines.
• ServiceRelatedRequirements:Supportivehousingprogramsmustprovidemealsormealpreparationfacilities,andresidentialsupervision.Allprogramsmustprovideongoingassessmentofsupportiveservices.
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• FairHousing:HUDrequirescompliancewithrequirementsrelatedtoFairHousingandEqualOpportunity,EqualAccesstoHousinginHUDProgramsRegardlessofSexualOrientationorGenderIdentity,andResolutionofOutstandingCivilRightsMatters.Thisincludesoutreachtounderservedpopulations,includingthosewithLimitedEnglishProficiency.
• CalculationofClientRent:HUDdeterminestheamountofrentthatcanbechargedtoclients,andrecipientsmustshowdocumentationofrentalcalculations.
• Noprogramfees:Recipientsandsubrecipientsmaynotchargeprogramparticipantsprogramfees.
• Policies:AllCoCrecipientsarerequiredtoinstitutecertainpoliciesincluding:participantparticipation,grievanceprocedures,dueprocessforparticipanttermination,staffrules,emergencysafetyandevacuationprocedures,confidentialityrestrictions,non-discrimination,freefromreligiousinfluences,conflictofinterest,anti-lobbying,drug-freeworkplace,etc.
• StateandLocalRequirements:ServicesprovidedwithCoCprogramfundsmustbeincompliancewithallapplicableStateandlocalrequirements,includinglicensingrequirements.
• MainstreamResources:Youmustcoordinateandintegrateyourprogramwithothermainstreamhealth,socialservices,andemploymentprogramsforwhichyourclientsmaybeeligible
• PreventionandDischargePlanning:Anygovernmentalentityservingasanapplicantmustagreetodevelopandimplementtothemaximumextentpracticalandwhereappropriate,policiesandprotocolsforthedischargeofpersonsfrompubliclyfundedinstitutionsorsystemsofcare(suchashealthcarefacilities,fostercareotheryouthfacilities,orcorrectionsprogramsandinstitutions)inordertopreventsuchdischargefromimmediatelyresultinginsuchpersonsenteringthehomelesssystem.
• CoordinationwithEducationalAgencies:Anyprogramservinghomelessfamilieswillhavetocertifythattheirprogramswillestablishpoliciesandpracticesthatareconsistentwith,anddonotrestricttheexerciseofrightsprovidedbytheeducationsubtitleoftheMcKinneyVentoActandotherlawsrelatingtotheprovisionofeducationandrelatedservicestoindividualsandfamiliesexperiencinghomelessness.Theymustalsodesignateastaffpersontoensurethatchildrenareenrolledinschoolandconnectedtoappropriateserviceswithinthecommunity.
• LimitedEnglishProficiency:RecipientsandsubrecipientsmustcomplywithExecutiveOrder13166,“ImprovingAccesstoServicesforPersonswithLimitedEnglishProficiency(LEP)”
• Ethics:Recipientsandsubrecipientsmustnotbedebarredorsuspended,nothavedelinquentfederaldebts,andmustconductbusinessinaccordancewithcorevaluesandethicalstandards/codeofconduct.
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C. TIMELINESS
Allprojectsmustadheretocertaintimelinessstandardsinordertoreceivethisfunding.• Recipientsconditionallyawardedfundsinthe2017CoCfundingroundmustbe
obligatedbySeptember30,2019andspentbySeptember30,2024.However,granttermsandtimelinessstandardsmayrequireshortertimelines.
• Recipientsmustdrawdownfundsatleastonceperquarteroftheprogramyear,aftereligibleactivitiescommence.
• Seealso“Timeliness”under“NewProjectBasicDesignRequirements.”
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COMPLETINGANAPPLICATIONINHUD’SWEB-BASEDAPPLICATIONSYSTEM:E-SNAPS
HUDrequiresapplicationsubmissionthroughtheweb-basede-snapssystem.Thee-snapswebsiteiswww.hud.gov/esnaps.Togetstartedine-snaps,followthestepsbelow.
A. FIRSTTHINGSFIRST:TRAININGMODULES
PleasereviewtheHUDTrainingModulesBEFOREaccessinge-snapsorattemptingtoenterdata.Theymaysaveyoutimesincetheyofferverydetailedinstructionsandveryusefultips.
Theycanbeaccessedonthiswebpage:
https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/
Thefollowinge-snapsTrainingMaterialsareavailable:
GeneralResources
• e-snapsFeaturesandFunctionsResource• AddingandDeletingRegistrantsine-snapsResource• UpdatingtheApplicantProfileResource• CreatingaZipFileandCapturingaScreenshotResource• DUNSNumberandSAMResource
CoCProgramCompetition-ProjectApplicants
• ProjectApplicantAuthorizedRepresentativeUpdateResource• ProjectApplicantProfileInstructionalGuide• ProjectTransfersResource• NewProjectApplicationInstructionalGuide• RenewalProjectApplicationInstructionalGuide• Budgets-ProjectApplicationInstructionalGuide
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B. STEPSTOCOMPLETINGYOURPROJECTAPPLICATION
1. Entere-snapsbyloggingintohttp://www.hud.gov/esnaps,usingyourpriorusernameandpasswordor,ifyouragencyhasnotusede-snapsbefore,byestablishinganewaccount.(See“ProjectApplicantProfileInstructionalGuide”trainingmoduleforguidanceifyouwillbethegrantrecipient,oraskyourproposedgrantrecipient,ifyouwillbethesubrecipient.)
2. RecipientsshouldcompletetheApplicantProfile(seethenextsectionofthisHandbook,“RecipientDocuments,”forguidance).DONOTATTEMPTTOGODIRECTLYTOYOURPROJECTAPPLICATION.Ifyougetthere,thereislikelyamistakeandyouwillprobablyhavetoretraceyoursteps.
3. OnceyouhaveestablishedyouragencyasanapplicantwiththeApplicant
Profile,youcaninitiateyourProjectApplication(s).AlthoughyouonlyneedoneApplicantProfileperagency(inalmostallcases),youwillneedtocompleteaProjectApplicationforeachproject.
a. NEWTHISYEAR:Renewalprojectapplicants(forgrantsthathaverenewedatleastonce)maysubmittheirrenewalprojectapplicationswithnochangesonselectscreens.
4. DoNOThitsubmitonyourapplicationuntilafterthelocalcompetitionwhen
you’vebeeninstructedtodoso!
Somee-snapstips:• Youragencymusthaveatleastonepersononstaffwhoisabletoaccessandenter
dataintoe-snaps.Itispreferabletohavetwo,buthavingmorethantwocanleadtoconfusionanderrors.
• e-snapsistheHUDsystem;itisthechannelthroughwhichyourapplication(s)willbetransmittedtoHUDattheendofthecompetition.ItisNOTthesystemforthelocalcompetition.Informationregardingsubmissionofyourapplicationmaterialscanbefoundinyourlocalcompetitionmaterials.
• Thee-snapssystemisnotalwaysuser-friendlyorglitch-free.Itislikelythatyouwillencountersomeproblemsalongtheway.DonothesitatetocontactyourHomeBaseLocalTeammembersifyouhaveproblemswithe-snaps.Thatsaid,manyproblemscanbeavoidedbyfollowingtheinstructionscloselyandrelyingupontheTrainingModulesandbyusingthecorrectbrowser.
Remember:Thereisalocalcompetitionprecedingthenationalcompetition.Youmustcompletealocalapplicationintandemwiththisone.Pleaseseethelocalcompetitionmaterialsformoreinformation.
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ShortListofAllAttachmentstoe-snaps
Eachapplicantcompletes,ine-snaps,anapplicantprofile(theSF-424ApplicationforFederalAssistance)andthenaprojectapplicationforeachproject.Thislistsummarizestheotherdocumentsthatneedtobeuploadedtoe-snaps.AllmustbedatedbetweenMay1,2017andSeptember28,2017.NEWTHISYEAR,applicantsarenolongerrequiredtouploadthefollowingformsasattachments,andinsteadwillcompletethefollowingHUDformsasscreensdirectlyine-snaps:
• FormHUD-2880,Applicant/RecipientDisclosure/UpdateReport• FormHUD-50070,CertificationforaDrug-FreeWorkplace• SF-LLL,DisclosureofLobbyingofActivities(ifapplicable,fornon-profitsonly)• CertificationRegardingLobbying(newform)
AttachedtoApplicantProfile
• ApplicantCodeofConduct(notrequirediflistedonHUDwebsite,seebelowformoreinformationaboutthisrequirementin2017)
• NonprofitDocumentationofApplicantEligibility(fornon-profitsonly;e.g.,501(c)(3)letter)
• SurveyonEqualEmploymentOpportunity(fornon-profits;optional)• (OnlyifapplicantisrequestingindirectcostsANDhasanapprovedfederally
negotiatedindirectcostrate)ApprovedIndirectCostRateProposal IfyourprojectexpendsfundsinthegeographicareaofoneormoreotherCoCs,
pleasetalktoHomeBaseLocalTeamasanadditionalattachmentmayberequired.AttachedtoProjectApplication
• DocumentationofSubrecipientEligibility(e.g.,501(c)(3)letter)
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C. RECIPIENTDOCUMENTS&APPLICANTPROFILE
Pleasenote:BeforeyoucanaccesstheonlinelocationwhereyoucompletetheProjectApplication,youmustcompleteandsubmittheApplicantProfileandrelateddocuments.
1. GENERALINSTRUCTIONS
Reviewthefollowingtrainingmodulesathttps://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/whenyouarecompletingtheApplicantProfileone-snaps
• UpdatingtheApplicantProfileResource• ProjectApplicantProfileInstructionalGuide
Followthetrainingmodulesprecisely.
Theycanbeveryhelpful,butmustbeusedslidebyslide.
Informationinthishandoutsupplementsthetrainingmodulesbyprovidingthelocalinformationyouneedtocompletetheforms.Usebothsidebyside.
Tips:• The"Complete"buttonontheApplicantProfilemustbeselectedwithinthe
timeframeofthecompetitionperiod.Therefore,whenyouloginthefirsttimeduringthisNOFAperiod,evenifthereisastatement"Thise.Formhasbeenmarkedascomplete,"youMUSTputtheformsinedit-mode(selecttheEditbuttonontheSubmissionSummarypage),revisetheProfile(youmustmakeatleastonechangeandsaveit,evenifyouthenchangeitimmediatelyback),andselectthe"Complete"buttonagain.
• CompleteoneApplicantProfileperapplicantonly(NOToneperproject).o Ifyouareapplyingforanewprojectandarenewalproject,youwillneedto
registerformultiplefundingopportunitieswithinyourApplicantProfile.o Ifyouhavemultiplefundingopportunities,makesuretocreatetheproject
applicationunderthecorrectFundingOpportunityname.• CompletetheApplicantProfileone-snapsatwww.hud.gov/esnaps• AllrequiredattachmentsmustbeuploadedbeforetheProjectApplicantwillbe
abletoaccesstheProjectApplication.Pleasemakesureallattachmentsarecurrentbeforesubmittingyourapplication.Perthe2017NOFA,allattachmentsmustcontainaccurateandcompleteinformationandbedatedbetweenMay1,2017andSeptember28,2017.
• Touploadattachments,thestepsformostdocumentsare:o DownloadtheformfromHUD’swebsiteo Completeandsavetheformonyourcomputero UploadthatdocumentwhencompletingtheApplicantProfileine-snaps
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2. PAGE2.ORGANIZATONINFORMATION:CCR&DUNS
• YouneedtohaveaDUNSnumberandcompleteorrenewyourregistrationontheSystemforAwardManagement(SAM)(thesuccessortoCCR)toenterintoagrantagreementwithHUD.TheDunandBradstreetwebsiteiswww.dnb.com.TheSAMwebsiteiswww.sam.gov.AccordingtoaHomeBaseLocalTeamreviewoftheSAMwebsite,thefollowingagencieshaveactiveregistrations:
Agency ActiveRegistrationonSAM?
AbodeServices Yes,until6/6/18BillWilsonCenter Yes,until5/8/18CountyofSantaClarabyandthroughtheOfficeofSupportiveHousing
Yes,until10/21/17
CommunityWorkingGroup,Inc.
Yes,until10/17/17
St.Joseph’sFamilyCenter Yes,until3/20/18WestValleyCommunityServices
Yes,until6/13/18
YWCAofSiliconValley Inactiveorsettoprivate
3. PAGE4.ADDITIONALINFORMATION:CONGRESSIONALDISTRICTSANDCODEOFCONDUCT
1.Indicateapplicant’scongressionaldistricts:ThecongressionaldistrictsinthisCoCinclude:
o CA-17(RoKhanna)o CA-18(AnnaEshoo)o CA-19(ZoeLofgren)o CA-20(JimmyPanetta)
4.Istheapplicant’scodeofconductalreadyonfilewithHUD?Background:Applicantsarerequiredtodevelopandmaintainawrittencodeofconduct.Consistentwithregulationsgoverningspecificprograms,yourcodeofconductmustprohibitrealandapparentconflictsofinterestthatmayariseamongofficers,employees,oragents;prohibitthesolicitationandacceptanceofgiftsorgratuitiesbyyourofficers,employees,oragentsfortheirpersonalbenefitinexcessofminimalvalue;andoutlineadministrativeanddisciplinaryactionsavailabletoremedyviolationsofsuchstandards.Simplystated,theCodeofConduct:• Mustprohibitthesolicitationandacceptanceofgiftsorgratuitiesbyofficers,
employees,andagentsfortheirpersonalbenefitinexcessofminimalvalue;
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• Outlineadministrativeanddisciplinaryactionsavailabletoremedyviolationsofsuchstandards;
• Describethemethodtobeusedtoensurethatallofficers,employeesandagentsoftheorganizationareawareoftheCodeofConduct;and
• Mustbewrittenoncompanyletterheadthatprovidesamailingaddress,authorizedofficialname,andtelephonenumber.
AllapplicantsforHUDfundingmusthaveaCodeofConductonfilewithHUD.AnapplicantisprohibitedfromreceivinganawardoffundsfromHUDifitfailstomeetthisrequirementforaCodeofConduct.
AnsweringthisquestionintheApplicantProfile:Anapplicantwhopreviouslysubmittedanapplicationandincludedacopyofitscodeofconductwillnotberequiredtosubmitanothercopyif• TheapplicantislistedonHUD’sWebsite:
http://www.hud.gov/offices/adm/grants/codeofconduct/cconduct.cfm,and• Iftheinformation(e.g.nameoforganization,authorizedofficial)hasnotbeen
revised.Mostorganizations’CodesofConductwereremovedfromHUD’swebsiteinearly2017,astheydidnotmeettherequirementsof2CFRpart200,andtheorganizationswerenotifiedbyanotherHUDofficethatanewCodeofConductmustbesubmitted.BesuretoreviewtheCodeofConductforHUDGrantProgramspageonHUD’swebsitetoensureyourorganizationislistedwhichmeansyouhavesubmittedanapprovedCodeofConduct.IfNotListedAnapplicantnotlistedonthewebsitemustsubmitacopyofitscodeofconductwithitsFY2017applicationforassistance.
Agency CodeofConductonHUD’sWebsite?
AbodeServices Yes,submitted5/4/17
BillWilsonCenter Yes,submitted6/8/17
CountyofSantaClarabyandthroughtheOfficeofSupportiveHousing
No
CommunityWorkingGroup,Inc. Yes,submitted4/13/17
St.Joseph’sFamilyCenter Yes,submitted4/16/17
WestValleyCommunityServices NoYWCAofSiliconValley No
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Ifyouneedtosubmitacopyofyourcodeofconduct,itmustinclude:ApplicantLetterhead Acoveronapplicantletterheadincluding:
- Thenameandtitleoftheresponsibleofficial;- Mailingaddress;- Businesstelephonenumber;and- Emailaddress
ConflictofInterestProvisions TheCodeofConductmustprohibitrealandapparentconflictsofinterestthatmayarise
amongofficers,employeesoragents,oranymemberofhisorherimmediatefamily,hisorherpartneroranorganizationthatemploysanyoftheindicatedparties.FortheCoCProgram:
• NoContinuumofCareboardmembermayparticipateinorinfluencediscussionsorresultingdecisionsconcerningtheawardofagrantorotherfinancialbenefitstotheorganizationthatthememberrepresents.
• Nocoveredperson,meaningapersonwhoisanemployee,agent,consultant,officer,orelectedorappointedofficialoftherecipientoritssubrecipientsandwhoexercisesorhasexercisedanyfunctionsorresponsibilitieswithrespecttoactivitiesassistedunderthispart,orwhoisinapositiontoparticipateinadecision-makingprocessorgaininsideinformationwithregardtoactivitiesassistedunderthispart,mayobtainafinancialinterestorbenefitfromanassistedactivity,haveafinancialinterestinanycontract,subcontract,oragreementwithrespecttoanassistedactivity,orhaveafinancialinterestintheproceedsderivedfromanassistedactivity,eitherforhimorherselforforthosewithwhomheorshehasimmediatefamilyorbusinessties,duringhisorhertenureorduringtheone-yearperiodfollowinghisorhertenure.
OrganizationalConflictofInterestProvisions Ifapplicable,theCodeofConductmustalsocoverorganizationalconflictsofinterest.
• FortheCoCProgram,anorganizationalconflictofinterestariseswhen,becauseof
activitiesorrelationshipswithotherpersonsororganizations,therecipientorsubrecipientisunableorpotentiallyunabletorenderimpartialassistanceintheprovisionofanytypeoramountofassistanceundertheCoCprogram,orwhenacoveredperson’s(meaningapersonwhoisanemployee,agent,consultant,officer,orelectedorappointedofficialoftherecipientoritssubrecipients)objectivityinperformingworkwithrespecttoanyactivityassistedwithCoCfundsisormightbeotherwiseimpaired.Suchanorganizationalconflictwouldarisewhenaboardmemberofanapplicantparticipatesindecisionsoftheapplicantconcerningtheawardofagrant,orprovisionofotherfinancialbenefits,totheorganizationthatsuchmemberrepresents.Itwouldalsoarisewhenanemployeeofarecipientorsubrecipientparticipatesinmakingrentreasonablenessdeterminationsunder§578.49(b)(2)and§578.51(g)andhousingqualityinspectionsofpropertyunder§578.75(b)thattherecipient,subrecipient,orrelatedentityowns.
UnlawfulProcurementStandards TheCodeofConductmustprohibitthesolicitationandacceptancebyemployeesofgiftsor
gratuitiesinexcessofminimumvalue.Officers,employees,oragentsareprohibitedfromsolicitingoracceptinggiftsorgratuitiesinexcessofminimumvalue.
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UnlawfulProcurementSanctions Iftheofficers,employees,oragents,orbycontractorsortheiragentsfailtocomplywiththe
codeofconduct,thiswillresultinpenalties,sanctions,orotherdisciplinaryactions.TheCodeofConductmustprovideforadministrativeanddisciplinaryactionstobeappliedforviolationsofsuchstandards.
IfRevisedInformationAnapplicantmustalsoincludeacopyofitscodeofconductiftheinformationlistedontheabovewebsitehaschanged,e.g.,• Thepersonwhosubmittedthepreviousapplicationisnolongeryourauthorized
organizationrepresentative,• Theorganizationhaschangeditslegalnameormergedwithanotherorganization,
or• Theaddressoftheorganizationhaschanged.
Post-awardBeforeenteringintoanagreementwithHUD,anapplicantawardedassistanceunderaHUDprogramNOFAwillberequiredtosubmitacopyofitscodeofconductanddescribethemethodsitwillusetoensurethatallofficers,employees,andagentsofitsorganizationareawareofitscodeofconduct.
4. FIRSTFORM/ATTACHMENT:HUDFORM2880:APPLICANT/RECIPIENTDISCLOSURE/UPDATEREPORT
AProjectApplicantisrequiredtocompleteHUDform2880tocompletetheApplicantProfile.Newthisyear,thisformiscompletedasascreenine-snapsratherthanasanuploadedattachment.Backgroundon2880s:HUDmustprovideCoCassistanceinaccordancewithHUDsubsidylayeringrequirementsinsection102oftheHousingandUrbanDevelopmentReformActof1989(42U.S.C.3545)and24CFRpart4,subpartA.Anapplicantmustsubmitinformationinitsapplicationonothersourcesofgovernmentalassistancethattheapplicanthasreceived,orreasonablyexpectstoreceive,foraproposedprojectoractivities.HUD’sreviewofthisinformationisintendedtopreventexcessivepublicassistanceforproposedprojectoractivitiesbycombining(layering)assistanceunderthisprogramwithothergovernmentalhousingassistancefromfederal,State,orlocalagencies,includingassistancesuchastaxconcessionsortaxcredits.Completingtheform:
• Mostoftheinformation(Applicantname,EIN,address)willautopopulatefromotherportionsoftheProjectApplicantProfileandtheprojectapplications(oncecompleted)(e.g.4.AmountofHUDAssistanceRequested/ReceivedwillpopulatedfromtheApplicant’sSummaryBudgetscreenforeachapplicationupon
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completion.)• PARTI,Question2.Haveyoureceivedordoyouexpecttoreceiveassistance
withinthejurisdictionoftheDepartment(HUD),involvingtheprojectoractivityinthisapplication,inexcessof$200,000duringthisfiscalyear(Oct.1-Sep.30)?WithintheProjectApplicantProfile,select“Yes”ifthecombinedtotalamountofallyouragenciesannualCoCProgramprojectapplicationsaremorethan$200,000.Select“No”ifthecombinedtotalamountofallyouragenciesannualCoCprojectapplicationsare$200,000orless.Iftheansweris“No,”PartIIandPartIIIoftheformwillnotappearandtheformcanbesubmittedafterthe“Iagree”checkboxisselected.If“Yes”isselected,PartIIandPartIIIoftheformwillappearandmustbecompleted.
• IfYestoQuestion2:o PartII.OtherGovernmentAssistanceandExpectedSourcesandUsesof
Funds.§ A.OtherGovernmentAssistance.Projectapplicantsand
recipientsmustreportanyothergovernmentassistanceinvolvedintheproject."Othergovernmentassistance"isdefinedtoincludeanyloan,grant,guarantee,insurance,payment,rebate,subsidy,credit,taxbenefit,oranyotherformofdirectorindirectassistancefromtheFederalgovernment(otherthanthatrequestedfromHUDintheCoCProgramprojectapplication),aState,oraunitofgenerallocalgovernment,oranyagencyorinstrumentalitythereof,thatis,orisexpectedtobemade,availablewithrespecttotheproject(grant)forwhichtheassistanceissought.
§ B.Non-GovernmentAssistance.Notethattheapplicantandrecipientdisclosurereportmustspecifyallexpectedsourcesandusesoffunds–bothfromHUDandanyothersource–thathavebeenoraretobe,madeavailablefortheproject.Non-governmentsourcesoffundstypicallyinclude(butarenotlimitedto)foundationsandprivatecontributors.
o PartIII.InterestedParties.Projectapplicantsmustprovideinformationon:
§ 1.Alldevelopers,contractors,orconsultantsinvolvedintheapplicationfortheassistanceorintheplanning,development,orimplementationoftheprojectoractivity;and
§ 2.Anyotherpersonwhohasafinancialinterestintheprojectoractivityforwhichtheassistanceissoughtthatexceeds$50,000or10percentoftheassistance(whicheverislower).
5. SECONDFORM/ATTACHMENT:CODEOFCONDUCTIfyoudeterminedyouneedtoupdateoruploadaCodeofConductearlierintheApplicantProfile,(seeabove)thisisthescreenwhereyouuploadit.
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6. THIRDFORM/ATTACHMENT(FORNON-PROFITS):NON-PROFITDOCUMENTATIONWhereisit?Inyouragency’srecords.Whatisit?
• AcopyoftheIRSrulingprovidingtax-exemptstatusundersection501(c)(3)oftheIRSCode;or
• Documentationshowingthattheapplicant/sponsorisacertifiedUnitedWayagency;or
• AcertificationfromalicensedCPAthatnopartofthenetearningsoftheorganizationinurestothebenefitofanymember,founder,contributor,orindividual;thattheorganizationhasavoluntaryboard;thattheorganizationpracticesnondiscriminationintheprovisionofassistance;andthattheorganizationhasafunctioningaccountingsystemthatprovidesforeachofthefollowing(mentioneachinthecertification):
o (a)Accurate,current,andcompletedisclosureofthefinancialresultsofeachfederallysponsoredproject.
o (b)Recordsthatidentifyadequatelythesourceandapplicationoffundsforfederallysponsoredactivities.
o (c)Effectivecontroloverandaccountabilityforallfunds,property,andotherassets.
o (d)Comparisonofoutlayswithbudgetamounts.o (e)Writtenprocedurestominimizethetimeelapsingbetweenthe
transferoffundstotherecipientfromtheU.S.Treasuryandtheuseofthefundsforprogrampurposes.
o (f)Writtenproceduresfordeterminingthereasonableness,allocability,andallowabilityofcosts.
o (g)Accountingrecords,includingcostaccountingrecords,whicharesupportedbysourcedocumentation.
• Letterfromauthorizedstateofficialshowingapplicantasorganizedandingoodstandingasapublicnonprofitorganization
7. FOURTHFORM/ATTACHMENT(FORNON-PROFITS):SURVEYONENSURINGEQUALOPPORTUNITIESFORAPPLICANTS(SF-424SUPP)
Thisformisfornon-profitsonly.Theformtodownloadandcompleteonyourcomputercanbefoundat:https://www.hudexchange.info/resources/documents/Survey-on-Ensuring-Equal-Opporunity-for-Applicants.pdf
8. REGISTERFORPROJECTAPPLICATIONFUNDINGOPPORTUNITYThefinalstepsbeforeyoubeginyourProjectApplicationareregisteringforthefundingopportunity.FollowtheinstructionsintheProjectApplicationtrainingmodule.
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D. COMPLETINGTHEPROJECTAPPLICATION
PleaseNote:
• Thefollowinginstructionsprovideguidanceaboutcompletingtheforms,notdescribinganeligibleproject.PleasereviewthematerialsearlierinthisHandbookregardingeligiblecostsandeligibleparticipants.
• Projectapplicationsdifferdependingiftheyareforneworrenewalprojects,andthetypeofproject(e.g.,leasing,rentalassistance,services).Thishandbookincludesaselectionofthecommonquestionsprojectapplicantsgenerallyhavetroubleanswering,butdoesnotincludeallquestionsontheapplications.Atthesametime,ifaquestionlistedhereisnotpartofyourapplication,itdoesnotnecessarilymeanthereisaproblembecauseitlikelyonlyappliesforanotherprojecttype.Wehavetriedtonotewhenquestionsonlyapplyforcertainprojecttypes.
• RenewalprojectsshouldreflecttheinformationontheListofEligibleRenewalProjects(orGIW).Youcanfindthisinformationinyourlocalcompetitionmaterials.NewprojectsarenotreflectedontheGIWandtheirresponsesshouldjustreflecttheirproposal.
• HMIS,SSO(includingCoordinatedEntry),andPlanningGrantquestionsarenotincludedinthissectionoftheHandbook,howevermanyofthequestionsbelowarealsopartoftheHMIS,SSO,andPlanningapplications.PleaseseetheappropriateDetailedInstructionsforcompletingthosegrantapplications.
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NEWPROJECTS
Question NewProjectAnswerand/orNotesPage1AApplicationTypeAlotoftheinformationinthefirstfewchartsispre-populatedfromtheProjectApplicantProfile.Ifthereareanydiscrepancies,orerrors,edittheProjectApplicantProfile,asyouwillnotbeabletochangetheProjectApplication. NothingtofillinonthispagePages1B.LegalApplicantand1C.ApplicationDetailsa.LegalName Remember:Thisistherecipientname,notthe
subrecipient.Thelegalnamemustmatchthenameontheorganization’sarticlesofincorporationorotherlegalgoverningauthority.Surrogatenames,abbreviations,oracronymsmustnotbelisted.
f.Contactperson HUDwillcontactthepersonlistedinfieldfregardingcurabledeficienciesfortheapplication,andsothispersonshouldbethemostknowledgeableabouttheapplication.Thismaybetheorganization’sauthorizedrepresentative,aprogrammanager,financialanalyst,orgrantwriter
Page1D.CongressionalDistrict(s)15.DescriptiveTitle Ifthisisnotthecorrectprojectname,youwillneedto
editin“Projects”formone-snaps16.CongressionalDistrict(s):b.Project:
Mustreflectcongressionaldistrict(s)inwhichtheprojectwilloperate.ShouldbeCA-17,CA-18,CA-19,orCA-20.
17a.ProposedProjectstartdate Pleaseselectadatein2018thatisfeasibleforthestartofyourproject.Theoperatingstartdatemustbethefirstdayofthemonth.
17b.ProposedProjectenddate Forone-yeargrants,pleaseselectadate364daysafter17a
Page1E.ComplianceandPage1F.Declaration19.IstheApplicationSubjecttoReviewByStateExecutiveOrder12372Process?
Choose:b.ProgramissubjecttoE.O.12372buthasnotbeenselectedbytheStateforreview.
20.Delinquentdebt ProjectApplicantswithanoutstandingFederaldebtwillnotbeeligibletoreceiveHUDfunds,unless:(1)anegotiatedrepaymentscheduleisestablishedandtherepaymentscheduleisnotdelinquent,or(2)otherarrangementssatisfactorytoHUDaremadepriortotheawardoffundsbyHUD.TheexplanationofanydebtowedandtherepaymentarrangementsmustbeprovidedonScreen1E.IfarrangementssatisfactorytoHUDcannotbecompletedwithin90daysofnotificationofselection,HUDwillnotexecuteagrantagreementwithaprojectapplicant.
Page1G.HUD2880Checkbox:Icertifythatthisinformationistrueandcomplete
• Verifythatallprojectinformationiscompleteandaccurate.
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Question NewProjectAnswerand/orNotes(*IAGREE)
• Ifanypre-populatedinformationisincorrect,youmustcorrectitintheApplicantProfile(seepartC.4ofthissectionfordetails).
Page1H.HUD50070Checkbox:Iherebycertifythatalltheinformationstatedherein,aswellasanyinformationprovidedinthisaccompanimentherewith,istrueandaccurate.
• Ifanypre-populatedinformationisincorrect,youmustcorrectitintheApplicantProfile.
• Thisscreenreplacestheneedtouploadaformasanattachment.
Page1I.CertificationRegardingLobbyingCheckbox:Iherebycertifythatalltheinformationstatedherein,aswellasanyinformationprovidedinthisaccompanimentherewith,istrueandaccurate.
• Newthisyear,FederalagenciesrequirethesubmissionofasignedCertificationRegardingLobbyingtoensureapplicantsacknowledgetherequirementsinSection319ofPublicLaw101-121,31U.S.C.1352,(theByrdAmendment)and24CFRpart87beforereceivingafederalaward.ThesestatutesandregulationprohibittheuseoffederalawardfundsforlobbyingtheexecutiveorlegislativebranchesoftheFederalgovernmentinconnectionwithaspecificaward.
• ThisrequirementisdifferentandseparatefromtherequirementforapplicantstoreportlobbyingactivitiesusingtheSF-LLLform.TheSF-LLLformmuststillbesubmittedbyapplicantsthatlobbyorintendtolobbyusingnon-federalfunds.
• TheonlyapplicantsexceptedfromsubmittingtheCertificationRegardingLobbyingformarefederally-recognizedIndiantribesbecauseofeachtribe’ssovereignpower.
Page1J.SF-LLLDoestherecipientorsubrecipientofthisCoCgrantparticipateinfederallobbyingactivities(includingafederaladministrationorCongress)inconnectionwiththeCoCProgram?
• SelectYesorNotorevealadditionalquestions.• Youshouldonlyselectyesifyouareanon-profitAND
youengageinlobbyingactivities.Notmanyagenciesshouldselectyes.
Page2B.ExperienceofApplicant,Subrecipient(s),andOtherPartnersBothprojectapplicantsandpotentialsubrecipientsmustshowsatisfactorycapacity,fundsdrawdownhistory,andperformanceforexistinggrant(s),asapplicableandevidencedbytimelyreimbursementofsubrecipients,regulardrawdowns,andtimelyresolutionofmonitoringfindings. 1.Describetheexperienceoftheapplicantandpotentialsubrecipients(ifany),ineffectivelyutilizingfederalfunds
• Describewhytheapplicant,subrecipients,andpartnerorganizations(e.g.,developers,keycontractors,subcontractors,serviceproviders)aretheappropriateentitiestoreceivefunding.
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Question NewProjectAnswerand/orNotesandperformingtheactivitiesproposedintheapplication,givenfundingandtimelimitations.
• Provideconcreteexamplesthatillustratetheirexperienceandexpertiseinthefollowing:
o Workingwithandaddressingthetargetpopulation’sidentifiedhousingandsupportiveserviceneeds;
o Developingandimplementingrelevantprogramsystems,services,and/orresidentialpropertyconstructionandrehabilitation;
o Identifyingandsecuringmatchingfundsfromavarietyofsources;and
o Managingbasicorganizationoperationsincludingfinancialaccountingsystems.
2.Describetheexperienceoftheapplicantandpotentialsubrecipients(ifany)inleveragingotherFederal,State,local,andprivatesectorfunds
• IncludeexperiencewithallFederal,State,localandprivatesectorfunds.
3.Describethebasicorganizationandmanagementstructureoftheapplicantandsubrecipients(ifany).
• Includeevidenceofinternalandexternalcoordinationandanadequatefinancialaccountingsystem
• Includetheorganizationandmanagementstructureoftheapplicantandallsubrecipients
• Makesuretoincludeadescriptionofinternalandexternalcoordinationand
• Includethefinancialaccountingsystemthatwillbeusedtoadministerthegrant.
4a.ArethereanyunresolvedmonitoringorauditfindingsforanyHUDgrants(includingESG)operatedbytheapplicantorpotentialsubrecipients(ifany)?
• RespondYesiftherecipientorsubrecipienthaveopenOIGauditfindings;poorcomplianceornon-compliancewithapplicableCivilRightsLawsand/orExecutiveOrders;oropenMcKinney-Ventorelatedmonitoringfindings.Thendescribethedetailsandstepsbeingtakentoresolvethefindingsinthefollowupquestion.
Page3A.ProjectDetail-Thispagedetermineswhatpages/questionsareavailablelaterinapplication.Ife-snapsasksyoutofilloutirrelevantinformation(e.g.aboutthenumberofunitsyouwillserve,butyouareSSOproject),reviewthispagetoensureitiscorrect.1a.CoCNumberandName CA-5001b.CoCApplicantName SanJose/SantaClaraCity&CountyCoC3.ProjectStatus Correctanswer:Standard
4.ComponentType: Choose:PH(forPSHandRRH),JointTHandPH-RRH,
HMIS,orSSO(ifaCoordinatedEntrygrant)5.TitleV Thisquestionreferstofederalpropertiesthatwere
categorizedasunutilized,underutilized,excess,orsurplusforusetoassisthomelesspersons,pleaseanswerasappropriateforyourproject.
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Question NewProjectAnswerand/orNotesPage3B.ProjectDescription(questionsdifferbyprojecttype)1.Provideadescriptionthataddressestheentirescopeoftheproposedproject
Allprojectapplicantsmustprovideaclearandconciseprojectdescription.Referencestoineligibleactivitiesorfailingtoprovideanadequatedescriptionoftheprojectmayresultinrejectionoftheprojectapplication.Theprojectdescriptionshouldaddresstheentirescopeoftheprojectandinclude:• Communityneeds• Aclearpictureofthetargetpopulation(s)tobe
served• Theplanforaddressingtheidentifiedneeds/issuesof
theCoCtargetpopulation(s)• Projectedoutcome(s),• Coordinationwithothersource(s)/partner(s),and• ReasonwhyCoCProgramsupportisrequired.o Theprogramdescriptionshoulddescribetheproject
atfulloperationalcapacity.o ProjectapplicantsMUSTmatchthisdescriptiontoall
otherpartsoftheapplicationincludingPart5andbudgetsinPart6
ForJointTH/RRH:BesuretodescribehowboththeTHandPH-RRHportionsoftheprojectwillbeutilized.Forexample,theprojectwillhouseparticipantinleasedunitsfortheTHportionuptoXmonthsandthenwillmoveparticipantstoPH-RRHTRAunitsprovidingXservices.
x2.Describetheestimatedschedulefortheproposedactivities,themanagementplan,andthemethodforassuringeffectiveandtimelycompletionofallwork.
Demonstratehowfullcapacitywillbeachievedoverthetermrequestedinthisapplication.Applicantsmustbeabletobeginassistancewithin12monthsofconditionalaward.Provide(1)ascheduleanddescribeboth(2)amanagementplanand(3)implementationmethodologythatwillensurethattheprojectwillbeginoperatingwithintherequirementsdescribedintheFY2017CoCProgramNOFAandCoCPrograminterimruleifitisselectedforafundingaward.
3.WillyourprojectparticipateinaCoCCoordinatedEntryprocess?
HUDandtheCoCexpectyoutorespondYes.
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Question NewProjectAnswerand/orNotes4.Pleaseidentifytheproject’sspecificpopulationfocus.(SelectALLthatapply)
Selectrelevantcheckbox(es)ifprojectwillhaveaspecialcapacityinitsfacilities,programdesigns,tools,outreachormethodologiesforaspecificsubpopulationorsubpopulations.Thisdoesnotnecessarilymeanthattheprojectexclusivelyservesthatsubpopulation(s),butratherthattheyareuniquelyequippedtoservethem.Makesurethepopulationsyouselectalignwiththisgrantopportunity(e.g.ifyouareapplyingforPSH,selectchronichomeless).Ifapermanenthousingproject,makesuresubpopulationswithpeoplewithdisabilityarechecked.Note:Itisnotinyourbestinteresttooverpromisetothesequestions.
5.HousingFirst.a.Willtheprojectquicklymoveparticipantsintopermanenthousing
HUD’spreferenceisYes.HUDexpectsnewJointTHandPH-RRHComponentProjectstoadoptaHousingFirstapproach.
b.Doestheprojectensurethatparticipantsarenotscreenedoutbasedonthefollowingitems?
HUD’spreferenceisthatyoucheckthefirstfourboxes.
c.Doestheprojectensurethatparticipantsarenotterminatedfromtheprogramforthefollowingreasons?
HUD’spreferenceisthatyoucheckthefirstfourboxes.
d.Willtheprojectfollowa"HousingFirst"approach?
HUD’spreferenceisYes.IfyouansweredthequestionsaboveinalignmentwithHUD’spreferences,thiswillautopopulateYes.PleasenotethatifyoudorespondYestoalloftheabovequestions,youwillbecontractuallyrequiredtooperateyourprojectinaccordancewithyouranswers.
8.Willparticipantsberequiredtoliveinaparticularstructure,unit,orlocality,atsomepointduringtheperiodofparticipation8b.Ifyes,howandwhy
Yes/No.Site-basedprojectsshouldsayYes.(ForTH/RRH,ifeitherpartissite-based,sayYes.)TenantBasedRentalAssistance(TBRA)permanenthousingprojectsmayrequireclientstoliveinaparticularstructureforthefirstyearandinadefinedgeographicalareafortheentiretermofstayintheprogram.ThisallowanceappliestoTBRAprojectswhenitisnecessaryforthecoordinationofsupportiveservices;however,TBRAprojectsmuststilloperateinawaythatprovidesfortenantchoiceaccordingto24CFR578.51(c).
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Question NewProjectAnswerand/orNotesNarrativeshouldexplainwhytheapplicanthaschosentoenforcethisrequirementforparticipants.RRHprojectsareencouragedtoprovideasmuchclientchoiceaspossibleintheselectionoftheirpermanentunit,keepinginmindthatprogramparticipantswillremainintheseunitsaftertheRRHassistanceends.
9a/b.Willmorethan16personsliveinonestructure?
Yes/No.(HUDprefersano,unlessjustifiedbylocalmarketconditions).Narrativeshouldexplainthelocalmarketconditionsthatnecessitateaprojectofthissizeandhowneighborhoodintegrationcanbeachievedforprogramparticipants.
10.(PSHOnly)Indicatewhethertheprojectis“100%Dedicated”or“DedicatedPLUS”
Anewprojectthatispermanentsupportivehousingmustchoose:
• TobecomeaDedicatedPLUSproject.Projectsthatselect“DedicatedPLUS”willberequiredtofillallvacancieswithpersonsmeetingthesecriteriaandshouldonlyselect“DedicatedPLUS”iftheprojectapplicantintendstouseallorsomeoftheirbedstoserveindividualsandfamiliesthatmeetthebroadenedcriteria.
• Tobecomea100%dedicatedtochronicallyhomelessindividualsandfamiliesproject.
PleaseseepartII.D.2ofthisHandbookfordetailsregardingDedicatedPLUS.Regardlessoftheprojectapplicantchoiceabove,theprojectcanstilldedicatebedstoindividualsandfamiliesexperiencingchronichomelessnessonScreen4B,andthosebedsdedicatedtochronichomelessnessmustcontinuetooperateinaccordancewithSectionIII.A.3.b.oftheFY2017NOFA.
Page3C.Expansion1.Willtheprojectuseanexistinghomelessfacilityorincorporateactivitiesprovidedbyanexistingproject?
Yes/No.OnlyprojectswishingtoexpandacurrentrenewalprojectwillsayYes.
2.Isthisnewprojectapplicationrequestinga“ProjectExpansion”ofaneligiblerenewalprojectofthesamecomponenttype?
Yes/No.Applicantscanapplyforanexpansionprojecttoexpandexistingeligiblerenewalprojectsthatwillincreasethenumberofunitsintheproject,orallowtherecipienttoserveadditionalpersons,and(newthisyear)haveonegrantagreementforbothprojectsatcontractingstage.Canalsoexpandtoprovideadditional
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Question NewProjectAnswerand/orNotesservicesorbringfacilitiesuptostate/localgovernmenthealthandsafetystandards.
3.Selecttheactivitiesbelowthatdescribetheexpansionproject,andclickonthe“Save”buttonbelowtoprovideadditionaldetails.
Theselectionofeachitemwillcorrespondwithadditionalquestions.
Page4A.SupportiveServicesforParticipants(notforHMISorCE)1a.Aretheproposedprojectpoliciesandpracticesconsistentwiththelawsrelatedtoprovidingeducationservicestoindividualsandfamilies?
• Yesifprojectwillservefamiliesorunaccompaniedyouth
• N/Aifprojectwillserveadultsover25onlyPleasecontactHomeBaseLocalTeamifyouneedaformpolicy.
1b.Doestheproposedprojecthaveadesignatedstaffpersontoensurethatthechildrenareenrolledinschoolandreceiveeducationalservices,asappropriate?
• Yesifprojectwillservefamiliesorunaccompaniedyouth
• N/Aifprojectwillserveadultsover25only
2.Describehowparticipantswillbeassistedtoobtainandremaininpermanenthousing.
DescribeplanstomoveprogramparticipantsquicklyintoPH-PSH,andplanstoensurethatprogramparticipantsstabilizeinPH-PSH.Anacceptableresponsewill:
• Acknowledgetheneedsofthetargetpopulation• Includeplanstoaddressthoseneedsthrough
currentandproposedcasemanagementactivitiesandtheavailabilityandaccessibilityofsupportiveservicessuchashousingsearch,primaryhealthservices,mentalhealthservices,educationalservices,employmentservices,lifeskills,childcareservices,etc.
• Goodstrategiesshouldbespecificallytailored–asrelatedtothisapplication–forindividuals,olderadults,youth,families,etc.
• Ifprogramparticipantswillbehousedinunitsnotownedbytheprojectapplicant,thenarrativemustalsoindicatehowappropriateunitswillbeidentifiedandhowtheprojectapplicantorsubrecipientwillensurethatrentsarereasonable.
• Establishedarrangementsandcoordinationwithlandlordsandotherhomelessservicesprovidersshouldbedetailedinthenarrative.Landlordengagementisacriticalpieceofthestrategyand
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Question NewProjectAnswerand/orNoteswillbeexplainedinagoodresponse.
JointTH/RRH:ThedescriptionshouldaccountforthespecialnatureoftheJointcomponentwithbothTHandRRH,includingthetypesofsupportsthatareofferedtoprogramparticipantsinbothportionsoftheproject–theTHandtheRRHportions–andhowtheprogramparticipantswillbeassistedtoquicklymovefromtheTHportionintotheRRHportion.
3.Describespecificallyhowparticipantswillbeassistedbothtoincreasetheiremploymentand/orincomeandtomaximizetheirabilitytoliveindependently.
Narrativeshould:• Addresstheneedsofthetargetpopulation,• Addresstherequiredsupportiveservices,• Addresstheavailabilityandaccessibilityofthose
supportiveservices,• Addressanycoordinationwithotherhomeless
servicesprovidersandmainstreamsystems,• Describehowservicedeliverydirectlyleadsto
programparticipantemployment,• Describehowservicedeliveryleadsdirectlyto
programparticipantsaccessingSSI,SSDI,orothermainstreamservices,
• Describehowtherequestedfundscontributetoprogramparticipantsbecomingmoreindependent.
NOTE:• Educationplaysanimportantroleinthepersonal
developmentofprogramparticipantsandshouldbeconsideredastrategytomaximizetheirabilitytoliveindependently.
• HUDencouragesprojectapplicantstoexplainhoweducationwilladdressencampmentandunshelteredhomelessnessandsurvivorsofDV.
4.Forallsupportiveservicesavailabletoparticipants,indicatewhowillprovidethem,howtheywillbeaccessed,andhowoftentheyareprovided.
Shouldreflectallsupportiveservicesprovidedtoparticipants,whetherfundedbyCoCfundsorotherfunds.Ifyoudoprovideaservice,pleaserespondtoalltherelatedquestions.Atleastonerowmustbecompleted.Thelistpresentedisbothexclusiveandexhaustiveaccordingto24CFR578.53.OnlytheactivitieslistedwillbeconsideredeligibleactivitieswithrespecttotheProjectApplication. Note:Havingservicesthatstillsay“Select“isacceptableandindicatesserviceisnotprovided.Donot
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Question NewProjectAnswerand/orNotesoverpromiseinthissection.
5.Questionsaboutactivitiestoincreaseaccesstomainstreambenefits
TheprojectapplicationresponsestothesequestionswillbeaggregatedintotheCoCapplication.NOTE:
• Transportationassistancetoclientstoattendmainstreambenefitappointments,employmenttraining,orjobsmayincludebuspasses,rail/subwaycards,vehicleownedbytheorganization,taxifare,etc.
• Regularfollow-upswithparticipantstoensuremainstreambenefitsarereceivedandrenewedmeansprojectwillfollow-upatleastannuallyensurethatparticipantshaveappliedforandarereceivingbenefitsandrenewwhenrequired.
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Point-in-TimeCount
Question NewProjectAnswerand/orNotesPage4B.HousingTypeandLocation(notforHMISorCE)TotalUnits:TotalBeds:TotalDedicatedCHBeds:(AdditionalcolumnsforJointTH/RRHprojects)
• AnswershouldreflectbedssupportedbyCoCfundsatfullcapacityonasingleday
• ShouldalignwithScreen3B,5Aand5B,budgetsandtheCoCpointintimecountforthisproject.
• IfaPSHprojectthatis100%Dedicated,dedicatedCHbedsmustequaltotalbeds
• IfaPSHprojectthatisDedicatedPLUS,numberofdedicatedCHbedsisuptotheproject.
• IfJointTHandPH-RRH,thenumberofTHunits/bedsandRRHunits/bedsmustequalthetotalnumberofunitsfortheproject.
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Question NewProjectAnswerand/orNotesPages5A/5B.ProjectParticipants–Households/Subpopulations(notforHMISorCE)Households MustmatchPage3B,includingthenarrativeandproject
typeselected,aswellasthesupportiveservicesprovidedonPage4AandthehousingtypeandlocationinformationprovidedonPage4B,ANDbudgets.• IfPSHproject,musthaveadisabledadultinthe
family• Ifaprojectforchronicallyhomeless,mustreflect
disabledadultsandchronichomelessness.Shouldreflectthenumberofhouseholdsorpersonsservedatsinglepointintimeatmaximumoccupancy
• ShouldNOTbethenumberservedoverthecourseofayearorgrantterm
OnPage5B,thefirst3columnsaremutuallyexclusive,therestcanduplicate,exceptthat“Personsnotrepresentedbyanidentifiedsubpopulation”aremutuallyexclusivetoallotherrows.Ifanyoneislistedin“Personsnotrepresentedbyanidentifiedsubpopulation,”youmustdescribethepopulationbeingservedinthetextbox.Makesurethepopulationdescribediseligible.
Page5C.OutreachforParticipants(allprojectsexceptHMISorCE)1.Enterthepercentageofprojectparticipantsthatwillbecomingfromeachofthefollowinglocations:
Considerparticipanteligibilityforprogramtype:• IfanewPSHprojectforCH,needtocomefrom
streets,shelter,orsafehaven.• IfanewDedicatedPLUSproject,needtocome
fromstreets,shelter,safehaven,THeliminatedin2017competition,THportionofJointTHandPH-RRHproject,orVA-fundedhomelessassistanceprogram.
• IfnewRRH,needtocomefromstreet,shelter,safehavens,DV,THeliminatedin2017competition,THportionofJointTHandPH-RRHproject,orVA-fundedhomelessassistanceprogram.
• IfnewJointTHandPH-RRH,needtocomefromstreet,shelter,safehaven,imminentriskoflosingnighttimeresidencewithin14days,fleeingDV,TH,oraVAfundedhomelessprogram.
Ifpeopleyouwillservewillspend90consecutivedaysorlessinaninstitution,usehomelessstatusfrombeforetheinstitutionalstay,ordescribethepopulationinthetextbox.
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Question NewProjectAnswerand/orNotes2.Ifthetotalislessthan100percent,identifytheotherlocation(s)
Ifthisquestionisanswered,makesuretheansweriswithinHUD’seligibilityrequirements.Mostprojectsshouldnothavetocompletethisanswer.
3.Describetheoutreachplantobringthesehomelessparticipantsintotheproject
ForprojectsparticipatinginaCoC’scoordinatedentryprocess,simplyexplainthatcoordinatedentrywillprovideoutreachandaccessanddescribethespecificcoordinationandreferralprocessbetweencoordinatedentryandthisproject.Explainhowprogramparticipantswillbeidentifiedandconnectedwiththeofferedhousingandservices.
6A.FundingRequest3.Doesthisprojectproposetoallocatefundsaccordingtoanindirectcostrate?
PleaseseetheIndirectCostRatesubsectionbelow.
4.Selectagrantterm 1Year.(Couldbemore,butrarelychosen.)5.Selectthecostsforwhichfundingisbeingrequested
ProjectApplicantsmayNOThaveanyofthefollowingcombinationsinasinglestructureorhousingunit:• Acquisitionand/orrehabilitationwithnew
construction• Leasingwithacquisition,rehabilitation,ornew
construction*• Rentalassistancewithacquisition,rehabilitation,or
newconstruction*• Leasingandrentalassistance*• Rentalassistanceandoperations**JointTHandPH-RRHcomponentmayhavebudgetsthatreflectthesecombinations,butnotinasinglestructureorhousingunit.
6C/6E.LeasedUnitsBudgetDetail/RentalAssistanceBudgetDetailFMRarea: SanJose-Sunnyvale-SantaClara,CAHUDMetroFMRArea
Units UnitsshouldalignwithPages4B/5A/5Basapplicable6F/6G/6H/SupportiveServices/Operating/HMISBudgetDetailOperations/ServicesQuantityDescription
MakesurethereisenoughQuantityDetail:(e.g.“1FTE@$45,000CaseManagerSalary,includingbenefits”or“50hours@$25/hourincludingbenefits”.“1FTE”isNOTenough)andthatcostsareeligible.Requestshouldbeequaltooneyearoftherelevantcost.
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Question NewProjectAnswerand/orNotes6I.SourcesofMatchSourcesofMatch Thematchinformationshouldbebasedonthecurrent
commitmentattimeofprojectapplicationandNOTbasedonprojections.HUDexpectstheamount(s)listedonthisformtobeaccurate,withacommitmentletterwiththeamountlistedtobeinplace.“Dateofwrittencommitment”referstothedatethecommitmentwassigned,notthedateitwillbeavailable.See“OtherResources”sectionofthisHandbookforadditionalinformation.
ProgramIncome ProgramincomemaybecountedasmatchforCoCProgramfunds.Newthisyear,HUDhasaddedquestionsforprojectsthatgenerateprogramincomeandplantouseitasmatch,includingsource(e.g.“rent”)andamount(estimatedamount).
6J.SummaryBudget8.Admin MAKESUREFILLEDIN.Admincannotexceed10%of
programcosts.12.TotalMatch 25%matchrequired(includingadmin,excludingleasing)7A.Attachment(s)Allattachments Anyattachmentnecessarywillbeuploadedhere(e.g.
additionalinformationfor2880,thirdpartyinkindmatchMOU)
SubrecipientNonprofitDocumentation
Requirediftheapplicantandprojectsubrecipientaredifferententities,andthesubrecipientisanon-profitorganization
8B.SubmissionSummary Makesurenothingreads“PleaseComplete”
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RENEWALPROJECTS
Thereareseveralimportantchangesine-snapsforrenewalapplicationsthisyear:
• Part1oftheapplicationhasnewscreensine-snapsthatwerepreviouslyuploadedasattachments(HUD2880,HUDform50070,andSF-LLL).Anewformaboutlobbyingisalsobeingadded,butitwillalsobecompletedine-snaps.
• Detailedbudgetsarenolongerrequiredforleasedstructures,supportiveservices,operating,orHMISbudgets.HUD expects the detailsinthecurrentgrantagreement(asamended)willbethebaselineamountsforrenewalapplicationgrantamounts.Itistheresponsibilityoftheprojectapplicationtoensure,ifconditionallyawardedrenewalfunds,thatfundswillonlybeexpendedoneligiblecostsasoutlinedforeachBudgetLineItem(BLI)in24CFRpart578whichwillbeverifiedduringHUDmonitoring.
• TosaveyoutimeinapplicationwritingandHUDtimeinapplicationreview,renewalapplicationscanbesubmittedwithoutchangingmostscreensthisyear,iftheinformationisaccurate.WhenconsideringmakingchangestoaFY2017renewalprojectapplication;ingeneral,HUDdiscouragesapplicantsfrommakingannualupdates.Ifyouimportdataintoyourrenewalprojectapplicationfromlastyear(notanoptionforfirst-timerenewals),youwillbeunabletoeditmostoftheapplicationscreensuntilyounavigatetothe“SubmissionWithoutChanges”screen(listedintheleftmenubarinPart8)andselect“MakeChanges.”
o Afterreviewingallofthepre-filledinformationandcompletingSection1andScreens3C(ifapplicable),6D,7A,and7B,ifyoudonotwishtoeditanyscreens,youcansubmittoHUDasis.NOTE:Donothitsubmitine-snapsuntilinstructedtodosothroughyourlocalprocess.
o Ifyoudoneedtoeditscreens,youcanselectthespecificscreensyouwishtoopenforeditingbycheckingboxesandselecting“Save.”Ifyoudothisbyerroranddidnotwanttomakeedits,simplynavigatetothatscreentore-savethedata.
o Onceopenedforediting,youshouldnavigatetoeachscreentoupdate/changetheinformationonthosescreens,selecting“Save”beforenavigatingtoanotherscreen.
SHOULDIFIXTHISTYPOINMYRENEWALAPPLICATION?HUDstaffhavehintedthatapplicationsectionsthatarenoteditedwillundergoonlyaperfunctoryreviewandthatapplicationsthatareeditedwillreceiveadeeperreview.Therefore,iftheimportedapplicationsectionisaccuratefortherenewalprogram,itmaynotbenefitapplicantstomakesmallornon-substantiveedits.Ontheotherhand,projectsthathavemadeamendments,thathaveconsolidated,orhavemadechangesintheirprogramdesignsincelastyear’sprojectapplicationwillabsolutelyneedtomakechanges.
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RenewalApplicationProcessin2017
Question RenewalProjectAnswerand/orNotesPage1AApplicationTypeAlotoftheinformationinSection1(1A-1J)ispre-populatedfromtheProjectApplicantProfile.Ifthereareanydiscrepancies,orerrors,edittheProjectApplicantProfile,asyouwillnotbeabletochangetheProjectApplication.5b.FederalAwardIdentifier
MustmatchGIW.NEWTHISYEAR,HUDisrequestingtheprojectPIN,thefirst6digitsofthegrantnumber,ratherthanthefull16digitgrantnumber.Ifimportingdata,shouldautopopulatecorrectlywithjustthe6characters.Triplecheckthisone!
Pages1B.LegalApplicant(allfieldsprepopulatedfromApplicantProfile)a.LegalName MustmatchGIW(prepopulatedfromApplicantProfile).
Remember:Thisistherecipientname,notthesubrecipient.Thelegalnamemustmatchthenameontheorganization’sarticlesofincorporationorotherlegalgoverningauthority.Surrogatenames,
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Question RenewalProjectAnswerand/orNotesabbreviations,oracronymsmustnotbelisted.Theapplicantmustalsobetherecipientofrecordforthegrantrequestingrenewal,notanewagencytakingoverthegrant.
f.Contactperson HUDwillcontactthepersonlistedinfieldfregardingcurabledeficienciesfortheapplication,andsothispersonshouldbethemostknowledgeableabouttheapplication.Thismaybetheorganization’sauthorizedrepresentative,aprogrammanager,financialanalyst,orgrantwriter
Page1D.CongressionalDistrict(s)15.DescriptiveTitle Ifthistitleisnotcorrect,youwillneedtoeditin“projects”form
one-snaps16.CongressionalDistrict(s):b.Project:
Mustreflectcongressionaldistrict(s)inwhichtheprojectoperates.ShouldbeCA-17,CA-18,CA-19,orCA-20.
17a.ProposedProjectstartdate
Mustbethedate364daysbefore17b.MustbethefirstdayofthemonthandmatcheLOCCS.
17b.ProposedProjectenddate
MustmatchGIW(andeLOCCS)butthedateshouldbein2019(mayautopopulate2018,somakesuretowatchthis).
Page1E.ComplianceandPage1F.Declaration19.IstheApplicationSubjecttoReviewByStateExecutiveOrder12372Process?
Choose:b.ProgramissubjecttoE.O.12372buthasnotbeenselectedbytheStateforreview.
20.Delinquentdebt ProjectApplicantswithanoutstandingFederaldebtwillnotbeeligibletoreceiveHUDfunds,unless:(1)anegotiatedrepaymentscheduleisestablishedandtherepaymentscheduleisnotdelinquent,or(2)otherarrangementssatisfactorytoHUDaremadepriortotheawardoffundsbyHUD.TheexplanationofanydebtowedandtherepaymentarrangementsmustbeprovidedonScreen1E.IfarrangementssatisfactorytoHUDcannotbecompletedwithin90daysofnotificationofselection,HUDwillnotexecuteagrantagreementwithaprojectapplicant.
Page1G.HUD2880
Checkbox:Icertifythatthisinformationistrueandcomplete(*IAGREE)
• Verifythatallprojectinformationiscompleteandaccurate.• Ifanypre-populatedinformationisincorrect,youmust
correctitintheApplicantProfile(seepartC.4ofthissectionfordetails)
Page1H.HUD50070 Checkbox:Iherebycertifythatalltheinformationstatedherein,aswellasanyinformationprovidedinthisaccompanimentherewith,istrueandaccurate.
• Ifanypre-populatedinformationisincorrect,youmustcorrectitintheApplicantProfile.
• Thisscreenreplacestheneedtouploadaformasanattachment.
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Question RenewalProjectAnswerand/orNotesPage1I.CertificationRegardingLobbyingCheckbox:Iherebycertifythatalltheinformationstatedherein,aswellasanyinformationprovidedinthisaccompanimentherewith,istrueandaccurate.
• Newthisyear,FederalagenciesrequirethesubmissionofasignedCertificationRegardingLobbyingtoensureapplicantsacknowledgetherequirementsinSection319ofPublicLaw101-121,31U.S.C.1352,(theByrdAmendment)and24CFRpart87beforereceivingafederalaward.ThesestatutesandregulationprohibittheuseoffederalawardfundsforlobbyingtheexecutiveorlegislativebranchesoftheFederalgovernmentinconnectionwithaspecificaward.
• ThisrequirementisdifferentandseparatefromtherequirementforapplicantstoreportlobbyingactivitiesusingtheSF-LLLform.TheSF-LLLformmuststillbesubmittedbyapplicantsthatlobbyorintendtolobbyusingnon-federalfunds.
• TheonlyapplicantsexceptedfromsubmittingtheCertificationRegardingLobbyingformarefederally-recognizedIndiantribesbecauseofeachtribe’ssovereignpower.
Page1J.SF-LLL DoestherecipientorsubrecipientofthisCoCgrantparticipateinfederallobbyingactivities(includingafederaladministrationorCongress)inconnectionwiththeCoCProgram?
• SelectYesorNotorevealadditionalquestions.• Youshouldonlyselectyesifyouareanon-profitANDyou
engageinlobbyingactivities.Notmanyagenciesshouldselectyes.
NEWTHISYEAR:Projectsthathaverenewedbeforewillseethatmostofthenextscreensarelockedtoediting.Youshouldreviewthemforaccuracy,andifyouneedtoeditscreensyouwillbeableunlocktheminSection8andreturntomakeedits.PleasereviewcarefullyandONLYunlockthescreensyoumustunlock.Thefollowingnotesmaybehelpfultoyouasyoureviewyourapplication.Page2A.ProjectSubrecipients • Ifthereisasubrecipient(s),thisshouldbecompletedwith
theirinformation.Ifnorecipient,canbeleftblank.• Congressionaldistrictsshouldbesameasorasubsetof16b
above.• Totalsubrecipientgrantamountshouldnotincludetheadmin
amountkeptbytherecipient(cannotexceed50%ofadmin)Page2B.RecipientPerformance1.APRSubmissionOnTime
• ShouldbeYes.APRsareduewithin90daysofwhenthegranttermexpires.Forthosefirst-timerenewalsforwhichtheoriginalgranttermhasnotyetexpired,pleasewrite,“First-timerenewalandgranttermhasnotyetexpired”and
Makeespeciallysureyouranswerson2Bareaccurateforthisyear!
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Question RenewalProjectAnswerand/orNotesprovidethedatebywhichtheAPRmustbesubmitted
2.HUDMonitoring/OIGAuditFindings
• ShouldbeNo.Ifyouselected“Yes”,indicatethedateoftheoldestunresolvedfindingandprovideabriefexplanationforwhythemonitoringorauditfindingremainsunresolvedandthestepsthathavebeentakentowardsresolution(e.g.,respondedtotheHUDletter,butnofinaldeterminationreceived).
3.QuarterlyDrawdowns • ShouldbeYes.Ifno,includeanexplanation.4.RecapturedFunds • ShouldbeNo.Ifyes,includeanexplanationforwhyfunds
werenotexpended.Page3A.ProjectDetail-Thispagedetermineswhatpages/questionsareavailablelaterinapplication.Ife-snapsasksyoutofilloutirrelevantinformation(e.g.aboutthenumberofunitsyouwillserve,butyouareSSOproject),reviewthispagetoensureitiscorrect.2a.CoCNumberandName
CA-500
2b.CoCCollaborativeApplicantName
SanJose/SantaClaraCity&CountyCoC
4.ProjectStatus Correctanswer:Standard
5.ComponentType: MustmatchListofEligibleRenewalProjects(orGIW).
6.TitleV Thisquestionreferstofederalpropertiesthatwerecategorizedasunutilized,underutilized,excess,orsurplusforusetoassisthomelesspersons,pleaseanswerasappropriateforyourproject.
Page3B.ProjectDescription1.Provideadescriptionthataddressestheentirescopeoftheproposedproject
Allprojectapplicantsmustprovideacomprehensiveandconciseprojectdescription.Referencestoineligibleactivitiesorfailingtoprovideanadequatedescriptionoftheprojectmayresultinrejectionoftheprojectapplication.Theprojectdescriptionshouldaddresstheentirescopeoftheprojectandinclude:• Communityneeds• Aclearpictureofthetargetpopulation(s)tobeserved• Theplanforaddressingtheidentifiedneeds/issuesoftheCoC
targetpopulation(s)• Projectedoutcome(s),• Coordinationwithothersource(s)/partner(s),and• ReasonwhyCoCProgramsupportisrequired
o Theprogramdescriptionshoulddescribetheprojectatfull
operationalcapacity.o ProjectapplicantsMUSTmatchthisdescriptiontoallother
partsoftheapplicationincludingPart5andbudgetsinPart6x
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Question RenewalProjectAnswerand/orNotes2.Doesyourprojecthaveaspecificpopulationfocus?
Select“Yes”ifprojecthasspecialcapacityinitsfacilities,programdesigns,tools,outreachormethodologiesforaspecificsubpopulationorsubpopulations.Thisdoesnotnecessarilymeanthattheprojectexclusivelyservesthatsubpopulation(s),butratherthattheyareuniquelyequippedtoservethem.If“Yes”isselected,selecttherelevantcheckbox(es).Note:Itisnotinyourbestinteresttooverpromisetothesequestions.However,pleasematchyouranswertopriorapplications.Also,ifapermanentsupportivehousingproject,makesuresubpopulationswithpeoplewithdisabilityarechecked.
3.HousingFirst. TheHousingFirstanswerswillbeaggregatedfortheCoCapplication,andifourCoCismoreHousingFirstoriented,ourscorewillincrease.Forrenewalhousingprojects,ifyouindicatedyourprojectisHousingFirstinthepast,butitisnotanylongerbasedonyouranswerstothenextquestions,pleasetalktoHomeBaseLocalTeamstaff.Pleasenotethatsayingyestothesequestionscreatesacontractualobligationtooperateinthismannerforyourproject.
Page3C.DedicatedPlus(MUSTEDITSCREEN,PSHprojectsonly)1.Indicatewhethertheprojectis“100%Dedicated”,“DedicatedPLUS”,or“N/A”
Arenewalprojectthatispermanentsupportivehousingmustchoose:
• (Ifithasn’tbeen100%DedicatedtoChronicallyHomelessbefore)TocontinueservinganonChronicallyHomelesspopulationbyselecting‘N/A’
• Tobecomea100%DedicatedPLUSproject• Tobecome/remaina100%dedicatedtochronically
homelessindividualsandfamiliesproject.
Ifarenewalprojectthathas100percentofitsbedsdedicatedtochronicallyhomelessindividualsandfamilieselectstobecomeaDedicatedPLUSproject,theprojectwillberequiredtoadheretoallfairhousingrequirementsat24CFR578.93.PleaseseepartII.D.2ofthisHandbookfordetailsregardingDedicatedPLUS.Regardlessoftheprojectapplicantchoiceabove,theprojectcanstilldedicatebedstoindividualsandfamiliesexperiencingchronichomelessnessonScreen4B,andthosebedsdedicatedtochronichomelessnessmustcontinuetooperateinaccordancewithSectionIII.A.3.b.oftheFY2017NOFA.Changingthenumberof
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Question RenewalProjectAnswerand/orNotesbedsdedicatedtochronicallyhomelesspeoplemayaffecttheCoC’sscoreinfuturecompetitions.
Page4A.SupportiveServicesforParticipants(allprojectsexceptHMIS)1.Forallsupportiveservicesavailabletoparticipants,indicatewhowillprovidethem,howtheywillbeaccessed,andhowoftentheyareprovided.
Shouldreflectallservicesforprovidedforparticipants,whetherfundedbyCoCfundsorotherfunds.Ifyoudoprovideaservice,pleaserespondtoalltherelatedquestions.Atleastonerowmustbecompleted.Note:Havingservicesthatstillsay“Select“isacceptableandindicatesserviceisnotprovided.Donotoverpromiseinthissection.
2.Questionsaboutactivitiestoincreaseaccesstomainstreambenefits
TheprojectapplicationresponsestothesequestionsmaybeaggregatedintotheCoCapplication.
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Point-in-TimeCount
Page4B.HousingTypeandLocation(allprojectsexceptSSOandHMIS)TotalUnits:TotalBeds:TotalDedicatedCHBeds:
• Totalunits,beds:ShouldincludeallunitsintheprojectsupportedbyCoCfunds,atapointintime,atfullcapacity
• TotalCHDedicatedbeds:Shouldincludeallbedsdedicatedandprioritizedforchronicallyhomelesspeople
o Ifchose100%Dedicatedon3C,thenumberofTotalDedicatedshouldmatchTotalBeds
o IfchoseDedicatedPLUSon3C,applicantmaychoosetodedicatebedstochronicallyhomelesspeoplehere.
• ShouldgenerallyScreens5Aand5B
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Pages5A/5B.ProjectParticipants–Households/Subpopulations(allprojectsexceptHMIS)Households MustmatchPage3B,includingthenarrativeandprojecttype
selected,aswellasthesupportiveservicesprovidedonPage4AandthehousingtypeandlocationinformationprovidedonPage4B,ANDbudgets.• IfPSHproject,youmusthaveadisabledadultineachfamily• Ifaprojectforchronicallyhomeless(seePage4B),youmust
reflectdisabledadultsandchronichomelessness.Shouldreflectthenumberofhouseholdsorpersonsservedatsinglepointintimeatmaximumoccupancy
• ShouldNOTbethenumberservedoverthecourseofayearorgrantterm
• Shouldalignwithlastyear’scontractedamount(hint:seelastyear’sapplication)
OnPage5B,thefirst3columnsaremutuallyexclusive,therestcanduplicate,exceptthat“Personsnotrepresentedbyanidentifiedsubpopulation”aremutuallyexclusivetoallotherrows.Ifanyoneislistedin“Personsnotrepresentedbyanidentifiedsubpopulation,”youmustdescribethepopulationbeingservedinthetextbox.Makesurethepopulationdescribediseligible.
Page5C.OutreachforParticipants(allprojectsexceptHMIS)1.Enterthepercentageofprojectparticipantsthatwillbecomingfromeachofthefollowinglocations:
Considerparticipanteligibilityforprogramtype(seechartonnextpageforfullbreakdown):
• IfPHproject,peopleneedtocomefrom:thestreets,emergencyshelters,safehavens,ortransitionalhousing.
• IfaPSHbonusproject,dedicatingunitsforCH,orprioritizingCHforunits,needtocomefromstreets,shelter,orsafehaven.
• IfaTHorSSOproject,rememberthatyoucannotservepeopleexitinganinstitutionwheretheyhavelivedmorethan90days
• Homelessunderotherfederalstatutes—servingrequiresHUDapprovalofCoCrequest.NOCoCshaveapproval.
Ifapersonrecentlyspent90consecutivedaysorlessinaninstitution,usehisorherhomelessstatusfrombeforetheinstitutionalstay,ordescribethepopulationinthetextbox.
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2.Ifthetotalislessthan100percent,identifytheotherlocation(s)
Ifthisquestionisanswered,makesuretheansweriswithinHUD’seligibilityrequirements.Mostprojectsshouldnothavetocompletethisanswer.
6A.FundingRequest-RENEWALBUDGETAMOUNTSMUSTMATCHLISTOFELIGIBLERENEWALPROJECTS(orGIW)EXACTLYUNLESSREALLOCATINGNote:Makesureanychangestoyourbudgetthroughgrantagreement,amendment,orreallocationareincludedinyourfinalapplication.3.Doesthisprojectproposetoallocatefundsaccordingtoanindirectcostrate?
PleaseseetheIndirectCostRatesubsectionbelow.
5.Selectthecostsforwhichfundingisbeingrequested
MustmatchListofEligibleRenewalProjects(orGIW)
6B/6C.LeasedUnitsBudgetDetail/RentalAssistanceBudgetDetailFMRarea: SanJose-Sunnyvale-SantaClara,CAHUDMetroFMRAreaNumberofunits • MustbeequaltoGIWamounts/unitsontheListofEligible
RenewalProjects(asapplicable)• UnitsshouldalignwithPages4B/5A/5Basapplicable
LeasedStructures,SupportiveServices,Operating,HMISBudgetDetailn/a Newthisyear,renewalprojectsdonotrequirethesubmissionof
detailedinformationfortheleasedstructures,supportiveservices,operating,orHMISbudgets.Therearenoseparatescreensforthesebudgets;instead,therequestedfundingamountsare
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locatedontheSummaryBudgetscreen,6E.Ingeneral,HUDexpectsthedetailsofthemostrecentapprovedbudgetsasamendedtobethebaseofrenewalgrantexpenses.However,anyreasonableandeligiblecostswithineachCoCcostcategorycanbeexpendedandHUDverifythemduringmonitoring.
6D.SourcesofMatchMUSTEDITSCREENSourcesofMatch Thematchinformationshouldbebasedonthecurrentcommitmentat
timeofprojectapplicationandNOTbasedonprojections.HUDexpectstheamount(s)listedonthisformtobeaccurate,withacommitmentletterwiththeamountlistedtobeinplace.“Dateofwrittencommitment”referstothedatethecommitmentwassigned,notthedateitwillbeavailable.See“OtherResources”sectionofthisHandbookforadditionalinformation.
ProgramIncome ProgramincomemaybecountedasmatchforCoCProgramfunds.Newthisyear,HUDhasaddedquestionsforprojectsthatgenerateprogramincomeandplantouseitasmatch,includingsource(e.g.“rent”)andamount(estimatedamount).
6E.SummaryBudget 3,4,5,7.BudgetAmounts MAKESUREFILLEDINANDMATCHESLISTOFELIGIBLERENEWAL
PROJECTS(orGIW)11.TotalMatch 25%matchrequired(includingadmin,excludingleasing)8.TotalAssistanceplusAdminRequested
MustmatchListofEligibleRenewalProjects(orGIW)
SubmissionWithoutChanges 1.Aretherequestedrenewalfundsreducedasaresultofreallocation?
Forlocalcompetition,pleaseleaveblankunlessyouarechoosingtoapplyforlessthanyourgrantamount.
2.Doyouwishtosubmitthisapplicationwithoutmakingchanges?(Choose:SubmitwithoutchangesorMakechanges)
Choosing“Submitwithoutchanges”indicatestoHUDthatprojectapplicantshavenotmadechangesandarerequestingtorenewyourprojectpertheprojectdetailsasbroughtforwardfromyourpriorapprovedrenewalgrantagreement(oramendmentagreement)intoyour2017application.ThisquestionexcludesSection1,3C,6D,7Aand7B,whichmustbeedited.Choose“Makechanges”ifyoumustmakeedits.
3.SpecifywhichscreensrequirechangesbyclickingthecheckboxnexttothenameandthenclickingtheSavebutton.Provideabrief
Onceprojectapplicantshaveclickedacheckboxandsavedthescreen,thecheckedboxwillbecomeread-onlyandcannotbeunchecked.Onlycheckboxesnexttoscreensthatprojectapplicantsarecertainrequirechanges,asunlockingscreensthatwillnotchangemaycausesignificantdelaysinHUD’sprojectapplicationassessment
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descriptionofthechangesthatwillbemade.
process. Bespecificbutbriefaboutallchangesyouproposetomake(bulletsarefine).Ifyoucheckaboxinerror,notethattoo.FirstTimeRenewals:Notethatyouareafirsttimerenewalintheexplanationbox.
7A.Attachment(s)Allattachments Anyattachmentnecessarywillbeuploadedhere(e.g.additional
informationfor2880,thirdpartyinkindmatchMOU)SubrecipientNonprofitDocumentation
Requirediftheapplicantandprojectsubrecipientaredifferententities,andthesubrecipientisanonprofitorganization
8B.SubmissionSummary Makesurenothingreads“PleaseComplete”
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E. INDIRECTCOSTRATE(SCREEN6A,QUESTION3)
FAQS
Whatisanindirectcostrate?TheindirectcostrateallowsaprojecttospendsomeofitsHUDfundingoncoststhataredifficulttoassigntoanyparticularproject.Orasstatedin2CFR200.56,“Indirect(F&A)costsmeansthosecostsincurredforacommonorjointpurposebenefittingmorethanonecostobjective,andnotreadilyassignabletothecostobjectivesspecificallybenefitted,withouteffortdisproportionatetotheresultsachieved.”Forexample,ifyourmanagement/adminteamrunsthreedifferentprojectsoutofthesamebuilding,thendepreciationforthatbuildingwouldbeanindirectcost.Similarly,thecostofanoutsideaccountingfirmthatdoestheaccountingforyourentireorganizationwouldbeanindirectcost,orthecostofahumanresourcestoollikeZenefits.Istheindirectcostratethesamethingastheadministrationlineitem?No.Sometimesbothbudgetsare10%,butthat’sjustacoincidence.They’retwodifferentconcepts,andoneprojectcanapplyforbothadminandindirectcosts. WillchoosingtouseanindirectcostratechangemyCoCproject’sfundingaward?No.TheindirectcostratedoesnotincreaseordecreasetheamountoffundingyourprojectreceivesfromHUD.Instead,theindirectcostrategivesyoumoreflexibilityabouthowtospendthatmoney.
WhatisanIndirectCostRateAgreement?Anindirectcostrateagreementisanagreementbetween(1)abranchofthefederalgovernmentand(2)anon-profit,localgovernment,orstategovernment.Theagreementsetsthepercentageofafederalgrantthatcanbeusedon“indirectcosts”likeaccountingandhumanresources.WheredoIlooktoseeifIhaveanIndirectCostRateAgreement?IfyouaretheCoCprojectrecipient(i.e.youhaveaneLOCCSaccount),youshouldtalktoyouraccountant,lawyer,orexecutivedirectortofindoutifyouhaveanindirectcostrateagreement.However,ifyouareasub-recipient,thenyoushouldaskyourrecipientifithasanindirectcostagreement.WhatifIdon’thaveanIndirectCostRateAgreement?Ifyouoryourprimaryrecipientalreadyhasanindirectcostrateagreementonfile,thenyouneedtousethatagreement.However,ifyoudon’thaveasignedagreementonfileyet,thatisnotaproblem!YoudonotneedanIndirectCostRateAgreement.HUDwillallowyoutousea10%deminimisrateevenwithnoagreement.WhatelseshouldIknowaboutIndirectCostRates?Applicantsthatdonothaveanapprovedfederallynegotiatedindirectcostratemaychargeamaximumrateof10percentofModifiedTotalDirectCosts,whichisdefinedin2CFR200.68.ModifiedTotalDirectCost(MTDC)means“alldirectsalariesandwages,applicablefringebenefits,materialsandsupplies,services,travel,anduptothefirst$25,000ofeachsubaward(regardlessoftheperiodofperformanceofthesubawardsundertheaward).MTDCexcludesequipment,capitalexpenditures,chargesforpatientcare,rentalcosts,tuitionremission,scholarshipsandfellowships,participantsupportcostsandtheportionofeachsubawardinexcessof$25,000.Otheritemsmayonlybeexcludedwhennecessarytoavoidaseriousinequityinthedistributionofindirectcosts,and
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withtheapprovalofthecognizantagencyforindirectcosts.”Therefore,rentalassistanceandleasingcostsareexcludedandsomesupportiveservicescostsmayalsobeexcludedfromthebasenumber,whichcouldimpactthetotalamountyoucanuseforindirectcosts.
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RESOURCES
• 2017CoCNOFA:https://www.hudexchange.info/resource/5419/fy-2017-coc-program-nofa/
• GeneralSectionNOFA:https://portal.hud.gov/hudportal/documents/huddoc?id=2017nofa_gensec.pdf
• CoCProgramInterimRule(24CFRpart578):https://www.hudexchange.info/resource/2035/coc-program-interim-rule-formatted-version
• HUDWebsites:o www.hud.govo www.hudexchange.info
• FundingApplication:www.hud.gov/esnaps
• TrainingandResources:www.hudexchange.info/homelessness-assistance/
• HUDExchangeAskAQuestion(AAQ):www.hudexchange.info/get-assistance
• Listserv:www.hudexchange.info/mailinglist