2816 Swiss Avenue, Dallas, TX 75204

Request for Applications

Supportive Service Provision for Permanent Supportive Housing

Deadline for Submission: July 13, 2012

Financial Information Due: June 15, 2012

Place for Submission: Metro Dallas Homeless Alliance, 2816 Swiss Avenue, Dallas Texas 75204

BACKGROUND

The Dallas County/Collin County Continuum of Care (CoC) offers through Metro Dallas Homeless Alliance (MDHA), the administrative entity for oversight, a possible funding for bonus projects to serve the homeless. The CoC request for applications (RFA) is part of the CoC’s application response to the annual HUD sponsored Notice of Funding Availability (NOFA). The CoC has adopted this planned use of funds in response to the goal of ending chronic homelessness as a part of the local Ten-Year Plan to End Homelessness. The estimated funding amount under the bonus project category is $1.3 million over a two-year period contingent upon funding from HUD.

PURPOSE

The purpose of this RFA is to solicit qualified supportive service providers to propose permanent supportive housing (PSH) with on-site supportive services that serve the homeless individuals and/or families. Under this RFA, MDHA offers funding for acquisition, new construction, rehabilitation, leasing (rental assistance), supportive services, operations, and HMIS.

ELIGIBLE ORGANIZATIONS

Responses to this RFA must be made by a supportive service provider that meets the following criteria:

be based within Dallas County and/or Collin County;
be a tax-exempt 501(c)3 organization or a governmental entity;
be a member of the Dallas/Collin County Continuum of Care;
have a minimum of five years’ experience in providing supportive services;
have effective and efficient management and internal control systems;
demonstrate a diverse funding base for operations;
have the financial strength to operate the proposed program;
have an active board of directors and appropriate staffing, and;
be committed to entering client-level data in the Homeless Management Information System (HMIS), and ensure that clients are entered into and exited from the system within five (5) days of program entry / exit.

HUD REQUIRED PROVISIONS (subject to change when NOFA released)

Projects mustprovide Permanent Supportive Housing.
- Permanent Supportive Housing – A housing facility in which homeless persons with disabilities live and receive supportive services that enable them to live more independently. The key component is that residents must have a disability in order to qualify, and can continue to live in that facility and receive services for as long as they choose to, without time limits.
- Project funding is for two (2) years.
- Projects must provide new housing stock. They cannot be used to fund current housing.
- Projects may request no more than 20% of their budget for Support Services.
- Eligible support service costs are restricted to Case Management only. Any other support services must be provided through cash match or leveraging. With this in mind, applicants must demonstrate the ability to provide adequate support services, including furniture and basic needs items.
- Projects are restricted to a maximum 5% of the total request for administrative costs.
- Projects must request at least 80% of the project budget for housing eligible costs (leasing & operations).
- Projects must provide at least 100% leveraging (cash and in-kind resources) for the entire budget request.
- Although religious activities may be offered to residents, neither project may require residents to participate in religious activities of any kind.

Although HUD funding is relatively stable after it is awarded, the timing in which funds are released can differ from year to year. Therefore, applicants should be aware of this issue and must have significant operating reserves should funding of projects be delayed at any time.

CONTINUUM OF CARE REQUIRED PROVISIONS

If an applicant’s project is chosen for submission, applicants must:

Referrals must be taken directly from The Bridge, the City of Dallas Crisis Intervention Department / Homeless CRCG or an appropriate emergency shelter for individuals or families.
Project must serve chronically homeless individuals and/or families exclusively
Project must be low-demand and work to eliminate barriers so as to screen applicants in, not keep them out.
Attend all mandatory meetings and participate in all trainings related to application submission and compliance.
Pay a non-refundable administrative fee of 0.0037 of requested funding amount before project will be submitted in e-Snaps. Administrative fee is made payable to MDHA.
Agree to full participation in the HMIS system for all clients and payment of HMIS fees related to HMIS use.

REQUIRED ELEMENTS OF APPLICATION AND ORDER OF SUBMISSION

1. Current financial audits or YTD balance sheet (no later than June 15, 2012)

2. Application Questionnaire

3. Application Narrative (Description of Proposed Project)

4. Exhibits

A. Organizational Documents

B. Organization chart, key personnel information and job descriptions

C. MOUs, letters of coordination/agreement, contracts, HUD Monitoring Visit (within last 2 years) etc.

SUBMISSION INSTRUCTIONS

Fancy bindings, colored displays and promotional materials are discouraged. Emphasis must be placed on addressing all required elements of the RFA, including required exhibits.

To be eligible for consideration, financial audit or YTD balance sheet is due no later than June 15, 2012 and the completed application must be received by Metro Dallas Homeless Alliance, 2816 Swiss Avenue, Dallas Texas 75204, by 3:00 PM, July 13, 2012. Late or incomplete applications will not be accepted. Applicants are required to submit four (4) printed copies of the application and four (4) printed copies of all ancillary materials. An electronic copy of the application should also be sent to Cortney Cunningham at cortney.cunningham@mdhadallas.org. The original must be suitable for copying, i.e., letter size, not bound or stapled. Additional information may be requested of the applicant for clarification purposes only. Fax copies will not be accepted.

DISQUALIFICATION OF APPLICANTS

Any application received after the due date and time established by MDHA will not be considered for funding. Any application received via facsimile transmission will not be considered.

Applications must be prepared according to the instructions in this RFA. Forms and questionnaires must be complete and all requested additional material must be provided and all materials must be submitted in the order specified. Applicants who fail to disclose certain information and/or submit all materials as requested in this RFA shall be disqualified.

Applicants will be disqualified for failure to make payment to MDHA of a non-refundable administrative fee at the rate of 0.0037 of the requested funding amount. Payments are required prior to the proposed project being submitted to HUD.

REVIEW PROCESS

A Review Committee will be designated to review all applications. Applications will be scored and ranked, with the highest, most responsive ranked applications receiving priority consideration. MDHA reserves the right to renegotiate the proposed supportive service provision description. Upon notification and acceptance of a supportive service provision proposal, MDHA will assist in developing the application to HUD.

ANTICIPATED PROGRAM OUTCOMES

MDHA anticipates the following annual program outcomes.

77% tenant retention for over six (6) months;
100% of tenants showing improved health;
80% of tenants receiving eligible government benefits for income;
100% of housing units totally furnished with household items;
Provision of weekly, ongoing case management with 70% of client service goals accomplished for each client;
Timely, accurate, and complete data entry into HMIS by service provider to produce Annual Progress Report (APR) and contribute data to the Annual Homeless Assessment Report (AHAR).

If these outcomes are not met the CoC, MDHA, and the provider will work together to decide on the steps to make improvements. After allowing time for improvement, if performance of the supportive service provider does not improve to the agreed upon levels, MDHA reserves the right to recommend that the project not be renewed and/or the funds be re-allocated.

REVIEW CRITERIA

Applications will be reviewed and selected on the basis of the criteria listed below:

A. Proposed Program/Project (30 points) – Applicant demonstrates the proposed project will result in successful housing outcomes for tenants.

Track Record (20 points) – Applicant demonstrates a proven track record of providing a similar housing and supportive service package.

C. Organizational Capacity – (15 points) – Applicant describes capacity of organization (staffing level, qualifications of staff, organization structure, etc.) that can provide described housing and supportive service package.

D. Quality Assurance and Financial Management Accountability (15 points) – Applicant has the appropriate licenses/credentials to serve the proposed target population. Applicant has no outstanding compliance or financial management issues. Applicant has the capability to manage funds appropriately.

E. Project Collaborations (5 points) – Applicant demonstrates linkages with other community service providers that can accommodate the needs of the target population, especially families with children.

F. Funding (15 points) – Applicant demonstrates adequate secured funding to finance provision of proposed housing and supportive service package.

QUESTIONS

Questions regarding the RFA may be submitted in writing only, by email, no later than Thursday, June 28, 2012. Responses will be provided to all questions within two (2) business days. Questions should be directed to:

MetroDallasHomelessAlliance

2816 Swiss Avenue

Dallas, Texas 75204

Attn: Paula Maroney

Email: paula.maroney@mdhadallas.org

Phone: 972-638-5598

TIMELINE FOR RFA PROCESS

RFA Guidelines Announced to Continuum of Care April 24, 2012

RFA Distributed to Listserv June 1, 2012

RFA Training for Applicants June 7, 2012

Beilharz Carriage House, 2802 Swiss Avenue, Dallas 75204

9:30 a.m.

Copies of Audit and YTD Balance Sheet Due June 15, 2012

Questions related to the RFA must be submitted to MDHA no later than June 28, 2012

Completed Applications and Exhibits Due July 13, 2012

Independent Review Committee Evaluation and Ranking by August, 2012

Submission of Continuum of Care Application TBD by HUD

Continuum of Care/MDHA

Application Questionnaire

Date of Application: ______________________________________________________

Name of Organization Applying: ____________________________________________

Current Operating Budget: ______________________________ Year Founded: ______

Executive Director: _______________________________________________________

Phone: _________________________________ Fax: ____________________________

Project Contact Person and Title: ____________________________________________

Address for Primary Correspondence: _________________________________________

City: _____________________________State: ____________________ Zip: _________

E-Mail: _________________________________ Website: ________________________

PROJECT NAME: ________________________________________________________

TOTAL PROJECT COST: _________________________________________________

AMOUNT REQUESTED: __________________________________________________

FUNDS REQUESTED FOR:

_____ ACQUISITION

_____ NEW CONSTRUCTION

_____ REHABILITATION

_____ LEASING

_____ SUPPORTIVE SERVICES

_____ OPERATIONS

_____ HMIS

PURPOSE OF REQUEST: __________________________________________________

___________________________________________________ __________________

Signature, Project Contact Person Date

________________________________________________________________________

Printed Name and Title

____________________________________________________ _________________

Signature, Executive Director Date

Continuum of Care/MDHA

Application Questionnaire – Continued

Unexecuted Grants Awarded Prior to the 2010 CoC Competition Chart
Provide a list of all HUD McKinney-Vento Act awards made prior to the 2010 competition that are not yet under contract (i.e., signed grant agreement or executed Annual Contributions Contract).
Project Number	Applicant Name	Project Name	Grant Amount
Example: MI23B901002	Michiana Homes, Inc.	TH for Homeless	$514,000


		Total:

Probationary or Disaffiliated Status

Has your agency been placed on probationary of disaffiliated status with any funding source within the past 18 months? Yes No If Yes:

Why was the funding discontinued?

Does the funding affect this project? Why or why not?

Describe the agency’s plan to replace the funds affected.

Participation in Energy Star

HUD promotes energy-efficient housing. All McKinney-Vento funded projects are encouraged to promote energy efficiency, and are specifically encouraged to purchase and use Energy Star labeled products. For information on the Energy Star initiative go to: http://www.energystar.gov

Yes No This project will use Energy Star labeled projects

APPLICATION NARRATIVE

(Please be brief and concise in your responses. Please limit your responses to this section to no more than 20 typed pages in no less than 11 font. Attach the appropriate information to the indicated Exhibit.)

A. Proposed Program/Project (30 points) – Applicant demonstrates the proposed project will result in successful housing and supportive service outcomes for tenants.

Describe the proposed housing and supportive service package. This package should include, but not be limited to, a description of:

housing that provided for clients
- o type of housing (new construction, rehabilitated, existing housing)
- o total number of units, including units for market rents
- o location of housing
- o if requesting funding for acquisition, new construction or rehabilitation, please provide the sources of financing (commitment letters will be requested of sources along with proof of site control)
- community and social service linkage to tenants upon request or as needed;
- the tenant screening criteria;
- supportive services functions such as:

1. Outreach in working with the Bridge and other shelters to identify and prescreen eligible clients.

2. Case management services, which may include,

a) rehabilitation, vocational and employment assistance

b) general health and dental services

c) income support and benefits

d) substance abuse (alcohol, drugs) treatment

e) consumer and family involvement

f) full-service case management (i.e. psycho-social, nursing, and/or social services).

2. Performance of initial needs assessment and individual self-sufficiency plan for each client, including a periodic evaluation and update of the service plan as the needs of the client change.

3. Referral of tenants, when needed or upon request, to treatment services or other needed social services.

4. Crisis intervention as needed or the provision of consultation in the management of disputes or differences between tenants and property management.

5. Management of household disputes and conflict resolution.

6. Assistance in advocating for clients through explaining to clients their rights and responsibilities under a tenant lease. This includes explaining the eviction and appeal process.

Describe your past experience with similar projects, including any difficulty you may have had in getting them started and how you resolved those difficulties.

Describe what stage of development this project is in and provide a timeline for completion.

Numbers of Homeless Individuals or Households Assisted to Housing
	# Total Homeless	# Chronic Homeless
Individuals you propose to assist to Permanent Housing
Families you propose to assist to Permanent Housing

Populations Projected To Serve (Do not need to add up to 100%)
Sub-Population	# Projected to Serve	% Projected to Serve
Chronically Homeless (HUD definition)
Severely Mentally Ill
Chronic Substance Abusers
Veterans
Persons with HIV/AIDS
Victims of Domestic Violence
Unaccompanied Youth (under age 18)

How will your proposed project utilize consumers to:

Provide input on the program design:

Provide service delivery:Provide input on project /agency evaluation:

Any project funded will need to take direct referrals from The Bridge for Chronically Homeless Individuals or other Emergency Shelters as appropriate for individuals and/or families. Describe the specific steps this project will use to communicate available openings to and accept direct referrals from shelters.

Collaborations with Other Agencies
Collaborating Agency		Description of purpose & extent of collaboration
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

NOTE: MDHA Staff and Review Committee Members may be contacting collaborators listed here to discuss your role in the community.

What is your plan for how the HUD Grant will be financially managed?

Reasonableness of Cost (relating to HUD $$$ for this project only)
Definitions: A service unit is defined by type of service. For instance, residential services may have a service unit of one night; counseling services might have a service unit of one hour; assessments might have a service unit of two hours. Do not include the total cost to your agency; just the HUD cost through this project. Residential units include total occupancy and basic needs costs (leasing, utilities, food, household supplies, etc.)
Category	Type of Service Unit (residential nights, therapy hour, assessment, job skills class, etc.)	$ Amount (Cost to HUD)

1.Cost of service per service unit Cost of service per person served

Cost of total units / # people

2.Cost of service per service unit Cost of service per person served

Cost of total units / # people

3.Cost of service per service unit Cost of service per person served

Cost of total units / # people

4.Cost of service per service unit Cost of service per person served

Cost of total units / # people

Identify the service components currently being provided to the CoC by your agency. Place an “X” in the appropriate column(s) corresponding to the service(s) you provide.

(1)

(2)

Prevention(3)

Outreach(4)

Supportive ServicesName of AgencyMortgage AssistanceRental AssistanceUtilities AssistanceCounseling/AdvocacyLegal AssistanceStreet OutreachMobile ClinicLaw EnforcementCase ManagementLife SkillsAlcohol & Drug AbuseMental Heath CounselingHealthcareHIV/AIDSEducationEmploymentChild CareTransportation

B. Track Record (20 points) – Applicant demonstrates a proven track record of providing a similar supportive service package.

Describe the applicant’s qualifications and track record in offering similar supportive service package. List all past and current permanent supportive housing programs, supportive service programs, and achievements over the last five years, i.e., number of clients served, services offered, and tenant success measured by housing stability and/or improved health status.

C. Organizational Capacity – (15 points) – Applicant describes capacity of organization (staffing level, qualifications of staff, organization structure, etc.) to provided described supportive service package.

What is your organization’s current staffing level? Include resumes of key staff, an organizational chart, and job descriptions as Exhibit B. Job descriptions should include required staff certifications and/or qualifications for addressing mental illness, substance abuse, and other disabilities associated with the proposed target population. Please include a proposed staff to tenant ratio for each service proposed. Please include a proposed timeline for providing onsite services.

D. Quality Assurance and Financial Management Effectiveness and Accountability (15 points) – Applicant describes current financial condition, and experience and plan for tracking client outcomes and housing stability.

Explain the financial condition of organization, with special emphasis on explaining any losses over the past two years. Describe your organization’s ability to track performance such as number of clients receiving which services; and client outcomes such as housing stability, improved health status, or other metrics.

E. Project Collaborations (5 points) – Applicant demonstrates linkages with other community service providers that can accommodate the needs of the target population, especially if the proposed target population is families with children.

Describe the collaborations with other community service providers that are in place to serve the proposed target population, especially if the proposed target population is families with children. Include MOUs, letters of coordination/agreement, contracts, etc. that documents collaborations as a part of Exhibit C.

F. Supportive Services Funding (15 points) – Applicant demonstrates adequate secured funding to finance provision of proposed supportive service package.

List all sources of funds and specific dollar agreements that will be/have been committed to fund the proposed supportive services. Also, please list and describe any anticipated in-kind donations.

PROJECT DETAILS

The Proposed Project is for (Check all that apply):	Leasing	Project Based Scattered Site
The Proposed Project is for (Check all that apply):	Acquisition

Rehabilitation

New

Construction

What is the Project Address?

NEW PROJECT FUNDING SOURCES

CASH MATCH
SOURCE OF FUNDS*	$ AMOUNT	TERM (YRS)	TYPE Development, Operations or Support Services	STATUS In Hand or Pending & Date





Total:

*Note: If Tax Credits are listed as source of funds:

Is the Member Institution buying the credits? Yes No

Provide the sale price of the credits_________________________

Who will be purchasing the credits? ____________________________

Provide a separate worksheet showing how the basis and the sales price were determined.

OTHER LEVERAGING (IN-KIND OR NON-CASH)
SOURCE	$ AMOUNT	TERM (years)	STATUS In Hand or Pending & Date






Total:

DEVELOPMENT BUDGET

If you plan to use any funds for acquisition, rehabilitation or new construction, please complete the following page. If leasing, skip to the next page.

What is the property’s appraised value?
Is there an existing structure on the site?	Yes No
Has site control been obtained?	Yes No
Has an Environmental Review been done?	Yes No

Describe your progress in and / or plan for gaining Neighborhood and Government support for this project.

USES OF FUNDS

HUD CoC REQUEST

$ AmountOTHER FUNDING

SOURCES ($)

TOTAL $

Permanent Mortgages Acquisition Architect/Engineering Construction Rehabilitation Reserves Developer/Consultant Fee Down Payment/Prinicipal Reduction Closing Costs Other (Please Specify)

TOTAL PROJECT COST

SHP SUMMARY BUDGET Grant Term 2 Years

SHP Activities	SHP Dollars Request	Cash Match 100%	Totals
1. Acquisition	$	$	$
2. Rehabilitation	$	$	$
3. New Construction	$	$	$
4. Subtotal (total lines 1-3)	$	$	$

SHP Activities	SHP Dollars Request	Cash Match 25%	Totals
5. Real Property Leasing	$	$	$
6. Supportive Services	$	$	$
7. Operations	$	$	$
8. SHP Request (total lines 4-7)	$	$	$
9. Administrative Costs (Up to 5% of line 8)	$	$	$
	Total SHP Request

(Total Lines 9 and 10)Total Cash MatchTotal Budget (Total SHP Request + Total Cash Match) $

Exhibit A

Organizational Structure

Please submit the documents as Exhibit A. These documents are required for acceptance of the application. Any exceptions to the list below should be explained.

CHECKLIST OF MATERIALS TO BE SUBMITTED

New Permanent Housing Bonus Applicant; submit four (4) copies of the following:

1.________ Administration and Program Standards Documents:

¾ Articles of Incorporation

¾ Bylaws

¾ Mission or objective statement of the organization

¾ IRS documentation of non-profit status

¾ Certificate of Insurance (current coverage)

¾ Board of Directors List (name, occupation or business, homeless/formerly homeless, term)

¾ Conflict of interest policy

¾
Organizational Chart

¾ Certificate of Occupancy Permits (shelter and housing only)

¾ Staff Performance Evaluation policy

¾ Client housing wait-list policy (if applicable)

¾ Client Information confidentiality policy

¾ Client termination policy

¾ Client discharge planning policy

¾ Eviction Prevention Plan/Policy & Procedures

2.________ Letter(s) demonstrating LEVERAGE commitment, sources and values.

3.________ Letter(s) and supporting documentation demonstrating MATCH commitment, sources and values.

4.________ MOU’s , letters of coordination/agreement, contracts, HUD Monitoring Visit (within the last two (2) years)

Exhibit B

Key Personnel assigned to your Proposed Project (Add rows as needed)
Instructions: Please submit the following information on the Key Personnel (Financial, Administrative and Programmatic) using the following format:
Name:		Education:
Position:		Credentials:
Experience:
Job Duties:

Name:		Education:
Position:		Credentials:
Experience:
Job Duties:

Name:		Education:
Position:		Credentials:
Experience:
Job Duties:

Name:		Education:
Position:		Credentials:
Experience:
Job Duties:

Name:		Education:
Position:		Credentials:
Experience:
Job Duties:

Name:		Education:
Position:		Credentials:
Experience:
Job Duties:

Name:		Education:
Position:		Credentials:
Experience:
Job Duties:

Exhibit B continued

Employment Policy Chart	YES	NO
Are you requesting HUD funds for housing rehabilitation or new construction for this project?
If you answered yes to Question 1: Is the project requesting $200,000 or more?
If you answered yes to Question 2: What activities will the project undertake to ensure that employment and other economic opportunities are directed to low- and very low-income persons, per the Housing and Urban Development Act of 1968 (known as “Section 3”)? Check all that apply: The project will have a preference policy for hiring low- and very low-income persons residing in the service area or neighborhood where the project is located, and for hiring Youthbuild participants/graduates. The project will advertise at social service agencies, employment and training centers, community centers, or other organizations that have frequent contact with low- and very low-income individuals, as well as local newspapers, shopping centers, radio, etc. The project will notify any area Youthbuild programs of job opportunities. If the project will be awarding competitive contracts of more than $100,000, it will establish a preference policy for “Section 3 business concerns”* that provide economic opportunities and will include the “Section 3 clause”** in all solicitations and contracts.
*A “Section 3 business concern” is one in which: 51% or more of the owners are section 3 residents of the area of service; or at least 30% of its permanent full-time employees are currently section 3 residents of the area of service, or within three years of their date of hire with the business concern were section 3 residents; or evidence of a commitment to subcontract greater than 25% of the dollar award of all subcontracts to businesses that meet the qualifications in the above categories is provided.

**The “Section 3 clause” can be found at 24 CFR Part 135.

Exhibit C

Enrollment and Participation in Mainstream Programs Chart
HUD requires the CoC to systematically help homeless persons identify, apply for and follow-up to receive benefits under SSI, SSDI, TANF, Medicaid, Food Stamps, SCHIP, WIA, and Veterans Health Care as well as any other State or Local program that may be applicable. Check those activities implemented by your agency (check all that apply):
	The agency has case managers to systematically assist clients in completing applications for mainstream benefit programs.
	The agency systematically analyzes its projects’ APRs to assess and improve access to mainstream programs.
	The agency attends a specific planning committee to improve CoC-wide participation in mainstream programs.
	The agency provides utilizes a single application form for four or more of the above mainstream programs.
	The agency provides and/or attends outreach and intake staff specific, ongoing training on how to identify eligibility and program changes for mainstream programs.
	The agency has specialized staff whose only responsibility is to identify, enroll, and follow-up with homeless persons on participation in mainstream programs.
	A agency provides transportation assistance to clients to attend mainstream benefit appointments.
	The agency has staff systematically follow-up to ensure that mainstream benefits are received.

Email a copy of the completed application to: cortney.cunningham@mdhadallas.org

Questions: Call Cortney Cunningham at 972-638-5627

or Paula Maroney at 972-638-5598

Deadline for Submission: July 13, 2012

ELIGIBLE ORGANIZATIONS

HUD REQUIRED PROVISIONS (subject to change when NOFA released)

REQUIRED ELEMENTS OF APPLICATION AND ORDER OF SUBMISSION

SUBMISSION INSTRUCTIONS

DISQUALIFICATION OF APPLICANTS

REVIEW PROCESS

REVIEW CRITERIA

APPLICATION NARRATIVE

How will your proposed project utilize consumers to:

Collaborations with Other Agencies

What is your plan for how the HUD Grant will be financially managed?

Reasonableness of Cost (relating to HUD $$$ for this project only)

CASH MATCH

SOURCE OF FUNDS*

$ AMOUNT

TYPE

STATUS

OTHER LEVERAGING (IN-KIND OR NON-CASH)

SOURCE

$ AMOUNT

STATUS

USES OF FUNDS

TOTAL $

TOTAL PROJECT COST

Exhibit A

Organizational Structure

Key Personnel assigned to your Proposed Project (Add rows as needed)

Enrollment and Participation in Mainstream Programs Chart

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