City of Colorado Springs



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City of Colorado Springs

2016-2017 Emergency Solutions Grant (ESG) Application Instructions




1.

There is no limit to the number of applications that an agency may submit, but each project should be submitted as its own application. Applications selected for funding may receive less than the requested amount depending on the number of applications received and the available funding. By applying, funding is not guaranteed to any agency or project.
Minimum award is $20,000 per application
Submission deadline: February 24, 2017


2.

Eligible applicants


  • Public or private non-profit agencies (must be a non-profit 501(c)(3) or 509(a).)

  • Faith-based organizations

  • Public agencies


All applicants must have a DUNS Number and be registered on the federal System for Award Management (SAM). The DUNS number and SAM registration is required by the federal government. You may obtain a DUNS number by calling 1-866-705-5711 or visit www.sam.gov. Once the DUNS number is obtained you can register on SAM at www.sam.gov. You are strongly encouraged to pursue obtaining a DUNS number promptly as there may be delays associated with this process.


3.

Program Purpose
The Emergency Solutions Grant (ESG) program provides funding to:


  • Engage homeless individuals and families living on the street;

  • Improve the number and quality of emergency shelters for homeless individuals and families;

  • Help operate these shelters;

  • Provide essential services to shelter residents;

  • Rapidly re-house homeless individuals and families; and

  • Prevent families and individuals from becoming homeless.




4.

Specific project eligibility information
All projects must fall within an eligible ESG activity category and serve beneficiaries who meet the HUD definition of “homeless.” Please review the following as you will be asked to identify where your project or program fits in. The City has identified the following activities as eligible:

Eligible Activities
Street Outreach

Essential Services related to reaching out to unsheltered homeless individuals and families, connecting them with emergency shelter, housing, or critical services, and providing them with urgent, non-facility-based care. Eligible costs include engagement, case management, emergency health and mental health services, transportation, and services for special populations.


Emergency Shelter

Essential Services: including case management, child care, education services, employment assistance and job training, outpatient health services, legal services, life skills training, mental health services, substance abuse treatment services, transportation, and services for special populations.


Shelter Operations: including maintenance, rent, repair, security, fuel, equipment, insurance, utilities, food, furnishings, and supplies necessary for the operation of the emergency shelter.
Homelessness Prevention

Housing relocation and stabilization services and short-and/or medium-term rental assistance as necessary to prevent the individual or family from moving to an emergency shelter, a place not meant for human habitation, or another place described in paragraph (1) of the homeless definition.


The costs of homelessness prevention are only eligible to the extent that the assistance is necessary to help the program participant regain stability in their current housing or move into other permanent housing and achieve stability in that housing.
Rapid Re-Housing

Housing relocation and stabilization services and/or short-and/or medium-term rental assistance as necessary to help individuals or families living in shelters or in places not meant for human habitation move as quickly as possible into permanent housing and achieve stability in that housing.


Eligible costs for both homelessness prevention and rapid re-housing include:


  • Rental Assistance: rental assistance and rental arrears

  • Financial Assistance: rental application fees, security and utility deposits, utility payments, last month's rent, moving costs

  • Services: housing search and placement, housing stability case management, landlord-tenant mediation, tenant legal services, credit repair


Homeless Management Information System (HMIS)

ESG funds may be used to pay for the costs of contributing data to the HMIS lead designated by the Pikes Peak Continuum of Care. Only the HMIS lead is eligible to apply for this program component.


If you are unsure what category or subgroup your project or program falls within, or have questions about eligible or ineligible activities, please contact City staff.


5.

Funding duration, reporting requirements and general regulatory compliance
The 2017 program year will run from April 1, 2017 to March 31, 2018. In recent years, funds have been released by HUD to the City in the Fall months of the program year.
All projects must comply with federal regulations applicable to individual projects. These regulations include, but are not limited to:

  • Federal procurement standards

  • Copeland Act (Anti-kickback)

  • Fair Housing and Equal Opportunity regulations

  • Federal fiscal/audit standards

  • Conflict of interest standards

Projects are monitored through technical assistance, site visits, and formal file reviews. Applicants must certify that they have read and understood the ESG Written Standards (found here), which provide more detailed information on activity components, eligibility guidelines, administrative requirements, etc. The Standards are currently in draft form and are scheduled for final acceptance in Spring 2017 before contracts are issued. Awardees are responsible for reviewing and understanding all updates to the Written Standards.




6.

General submission instructions

Application available here or by request via email at cduarte@springsgov.com.

Submit one (1) completed application with supporting documents:


  • Current Agency registration record from www.sam.gov

  • Articles of Incorporation

  • Non-profit determination

  • List of Board of Directors

  • Organizational chart

  • Organizational budget

  • Letter(s) of commitment for matching funds

  • Most recent annual audit (and single audit if required)

  • Most recent IRS form 990

  • Income Statement

  • Balance Sheet

  • Anti-discrimination statement adopted by your board

  • Conflict of interest and complaint/grievance policies

  • Up to date Fair Housing and Equal Opportunity policies that address affirmative outreach and gender access

You must use the City’s application; recreated or altered forms will not be accepted. Handwritten documents will not be accepted.

Applications should respond to all questions and include all information requested. Maps, supporting data, and other pertinent documentation should be included when relevant and should be attached to the back of the application.



7.

Proposed Timeline
January 23, 2017 – Formal application process begins.

February 24, 2017 – All applications are due to the City.

February 25 - March 31, 2017 – Completion of review and scoring process.

April 1, 2017 – Notification of ESG award to applicants

June 1, 2017 – Contracts go out to grant recipients

March 31, 2018 – End of 2017 program year; grant funds must be fully expended.

This timeline is subject to change.



City of Colorado Springs

2017 Emergency Solutions Grant (ESG) Application



Organization Information



  1. Name of organization: Click here to enter text.

  2. Date of incorporation: Click here to enter text.

  3. Mailing address: Click here to enter text.


  4. Agency federal ID number: Click here to enter text. DUNS #: Click here to enter text.




  1. Contact person (This is the person who will receive ALL grant-related information, i.e. correspondence, telephone calls, e-mails, etc.):



Name: Click here to enter text.

Title: Click here to enter text.


Telephone: Click here to enter text. Fax: Click here to enter text.
E-Mail: Click here to enter text.


  1. Does your agency use HMIS (Homeless Management Information System) for your ESG program, which is a requirement of ESG allocations?

Yes ☐ No ☐




  1. If no, explain why. (max. characters 500)




  1. Is your agency a Victim Service Provider as defined* by HUD? Yes ☐ No ☐

*“A private non-profit organization whose primary mission is to provide services to victims of domestic violence, dating violence, a sexual assault, or stalking? This term includes rape crisis centers, battered women’s shelters, domestic violence transitional housing programs, and other programs.” (HUD Final Rule, 81 Fed. Reg. 80724, Nov. 16, 2016)


  1. Does your agency participate in Coordinated Entry and Assessment?

Yes ☐ No ☐


Click here to enter text.


  1. Has your organization had any financial audit or monitoring findings in the past five years?

Yes ☐ No ☐





  1. If yes, list the dates and actions cited.

Click here to enter text.




  1. Briefly describe your agency’s financial control system and internal management system to ensure timely expenditure of grant funds.

Click here to enter text.


  1. Does your agency have the organizational capacity to submit all required monthly reports, employee time sheets, receipts, and any other required documentation in an accurate and timely way?

Yes ☐ No ☐




  1. Does your agency have experienced staff to provide the proposed services, or will you hire and train new staff?

Click here to enter text.




Beneficiaries


  1. Please check the activity and applicable components for which you are requesting ESG funds and provide the total number of clients to be served.




Eligible activity

(Check box of all proposed activities)




Total # of people to be served

Activity components

(Check box of all proposed activities)




Street Outreach



Click here to enter text.







Emergency Shelter Operations



Click here to enter text.

Essential services

Operations







Homeless Prevention



Click here to enter text.

Direct Financial Assistance

Housing Relocation & Stabilization Services

Rental Assistance




Rapid Re-Housing



Click here to enter text.

Direct Financial Assistance

Housing Relocation & Stabilization Services

Rental Assistance




HMIS



Click here to enter text.









  1. Please identify the primary beneficiaries your ESG program will serve. Please check all that apply.





Chronically homeless



Persons with HIV/AIDS



Unaccompanied youth (18-24)



Elderly



Victims of domestic violence



Veterans



Chronic substance abuse



Persons with severe mental illness



Other disabled










  1. Total unduplicated individuals to be served.

Indicate the number of unduplicated adults to be served: Click here to enter text.

Indicate the number of unduplicated children to be served: Click here to enter text.


Click here to enter text.


  1. Please describe how your agency involves people experiencing homelessness in your operations.

Click here to enter text.





  1. If your agency serves families, describe how you serve and accommodate them.

Click here to enter text.


Project Description




  1. Describe how your agency would ensure that program participants are assisted in obtaining mainstream services and financial assistance, including housing, social services, employment, education, and health programs for which participants may be eligible. (max. characters 700)


Examples include Social Security Income, Social Security Disability Income, SNAP assistance (food stamps), Section 8, etc. If your agency serves homeless families with children or unaccompanied youth, also describe how your agency ensures that children are enrolled in school, connected to appropriate services, and aware of their eligibility for McKinney-Vento education services.

Click here to enter text.




  1. Describe how your agency will ensure that all persons served by the project meet HUD’s definition of Homeless or At Risk of Homelessness. (max. characters 700)


Note: Only projects that serve qualifying clients are eligible for funding consideration.
Click here to enter text.


  1. What will be your agency’s strategy for ensuring that clients receive individualized assistance to best meet their needs for housing stability? (max. characters 700)

Click here to enter text.




  1. Briefly describe your agency’s policy for serving clients based on gender identity.

Click here to enter text.




  1. Does your program collaborate with the Pikes Peak Continuum of Care (PPCoC)?

Yes ☐ No ☐




  1. If yes, explain specific collaborative efforts with the PPCoC including the various committees that your agency is a member of and what that involvement entails. (max. characters 700)

Click here to enter text.

Work Plan
This information will be used to structure the scope of services portion of the funding agreement with the City of Colorado Springs if your project is selected for funding.
Develop a sound work plan narrative that details the service activities the program will undertake to achieve the program’s goal. Include the following:


  • Delivery plan for Service Activity to be provided (i.e. prevention, rapid re- housing, street outreach, basic shelter);




  • Coordination of intake and referral procedures with HMIS and other service providers;




  • Program location(s) and hours of operation;




  • Program evaluation, specific performance measures and outcomes to evaluate the success of your program (see ESG Written Standards for system performance measures);




  • Program specific procedures and guidelines;

Click here to enter text.

Project Funding/Budget


  1. Complete the Summary Budget chart.

Summary Budget






Homelessness

Prevention



Rapid Re-

Housing


Emergency

Shelter


Street

Outreach


Total Amount

Budgeted


Rental Assistance*













Housing Relocation &

Stabilization Services**












Essential Services













Shelter Operations







Other Services










TOTAL
















*Includes short and medium-term rent payments and up to 6 months of arrears

**Includes all other eligible forms of direct financial assistance under Prevention and Re-Housing plus costs related to eligible services.


  1. All activities must provide 1:1 cash match. Please identify sources of committed and pending cash match in the table below.

Other Funding Sources

Source

Committed (include

date of commitment)



Pending (include date of application)


Total match (committed + pending)









































































TOTAL









In order to be considered committed, there must be a signed grant agreement or letter of commitment covering the match. Please include a copy with your application.




  1. Please provide an itemized budget by category in the table below. You may attach a more detailed, itemized budget with your application to supplement (not replace) the following table.

Program Budget Detail



Category Breakdown

ESG Funds requested

Match Funds

(committed only)

Total Funds

Rapid Re-housing and Homeless Prevention










Salaries and benefits










Direct Financial Assistance










Short & Medium Term

Rental Assistance

(E.g., rent arrears, rental assistance)











Housing Relocation and Stabilization Services

(E.g., rental app fees, utility assistance, moving costs)













Other Costs Related to Housing Relocation and Stabilization Services (E.g., credit repair, legal services.)











Subtotal










Emergency Shelter










Salaries and benefits










Facility costs










Security










Equipment










Insurance










Other (please specify)










Subtotal










Street Outreach










Salaries and benefits










Emergency health services










Emergency mental health services










Transportation










Subtotal










HMIS










HMIS development and delivery










Total ESG request










Total match










Total funds













  1. If staff costs are included in your application, please complete the Personnel Costs table below. Please show all proposed staff positions funded with ESG funding that relate to the proposed activity. If multiple staff members have the same position/title, list separately (ex. Case Manager 1, Case Manager 2).

Budget Detail – Personnel Costs



Position

Title


Current or

Proposed Position



Annual

Salary


Annual

Fringe Benefits



Total

Annual Salary



Multiplied

by % Time Spent on ESG

Program


Total

Position Costs Requested from ESG



e.g. Case Manager

Current

$25,000

$5,000

$30,000

X 40%

$12,000

































































































































  1. Please provide a budget narrative that explains the total program budget in detail. It should provide a clear explanation of the budget line items in the order they are listed in the table(s).

Click here to enter text.




  1. Cost per person served:







Program Year 2017 Estimates


1. ESG Funding Request




2. Total Program Budget




3. ESG Request as % of Program Budget (item 1 divided by item 2)




4. Unduplicated Clients to be Served




5. Total Program Costs Per Client (item 2 divided by item 4)




6. Total ESG Cost Per Client (item 1 divided by item 4)



Certification


I CERTIFY THAT THE INFORMATION CONTAINED IN THIS APPLICATION IS TRUE AND CORRECT AND THAT IT CONTAINS NO FALSIFICATIONS, MISREPRESENTATIONS, INTENTIONAL OMISSIONS, OR CONCEALMENT OF MATERIAL FACTS.
I CERTIFY THAT I HAVE READ THE ESG WRITTEN STANDARDS AND UNDERSTAND THE ROLES AND RESPONSIBILITIES OUTLINED THEREIN.
I FURTHER CERTIFY THAT NO CONTRACTS HAVE BEEN AWARDED, FUNDS COMMITTED, OR CONSTRUCTION BEGUN ON THE PROPOSED PROGRAM AND THAT NONE WILL BE DONE PRIOR TO ISSUANCE OF A RELEASE OF FUNDS BY THE CITY OF COLORADO SPRINGS.
Signature of Authorized Person Date

Print Name Title





City of Colorado Springs

2017 Emergency Solutions Grant Application Page





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