FY19 HUD CoC Competition New Project Application Webinar Presented - - PowerPoint PPT Presentation

FY19 HUD CoC Competition New Project Application Webinar

Presented by: Karen Kowal, Director of CoC Programs Max Burns, Program Coordinator August 14, 2019

Welcome

• Our staff:

– Dave Thomas, Vice President of Community Partnerships – Karen Kowal, Director of Continuum of Care Programs – Elizabeth Perez, Senior Program Manager – Renee Crolius, Senior Program Manager – Doug Nichols, Data & Evaluation Manager – Jennifer Fabbrini, Senior Program Coordinator – Bridget Doveatt, Program Coordinator – Max Burns, Program Coordinator – Torelen Winbush, Training Coordinator

Learning Objectives

• Understand context around the New Project Application and

the CoC Competition process

• Introduction to HUD Exchange resources and resources

needed to complete the New Project Application

• Understand how to complete the New Project Application for

FY2019 HUD CoC Competition

Today’s Environment

• FY 2019 NOFA Highlights

– CoC will be required to rank all projects into Tier 1 and 2 – Domestic Violence (DV) Bonus - $50,000 to $5 million – Emphasize on employment and income – Utilizing evidence based approaches & low barriers

• Housing First is still the primary approach recommended

– Service participation flexibility – Addressing Racial Disparities

Today’s Environment

• HEARTH Act

― CoC Interim Rule or 24 CFR Part 578

• Federal Appropriations

– Focus on reallocation and CoC competitively ranks projects based on performance

• National CoC Program Competition

– Emphasis on system performance

Agencies complete project applications for all HUD-funded renewal projects and new projects Collaborative Applicant collects and reviews all applications and completes the CoC Application All project applications and CoC Application are submitted as

• ne Consolidated

Application to HUD

Process

Important Process Note

• The Project Applications are due in e-snaps 30 days prior to
• deadline. Deadline is August 28th, 2019
• The CoC Consolidated Application is due to HUD on

September 30, 2019.

• HUD may issue up to two conditional funding

announcements.

– Similar to last year, if you have a start date in the first quarter of the year, you may need to plan ahead to continue operating your grant without drawing down money from HUD for a few months.

Deadlines

• Monday, August 19th by 4 pm – Due in e-snaps & email

PDF to CoCPrograms@allchicago.org

– Applicant Profile (if a new HUD applicant or if you made changes since submitting your renewal applications) and – New Project Application Drafts

• Wednesday, August 28th by 12pm – New Project

Application Final Drafts Due in e-snaps This timeline has been established based on HUD requirements. No deadline extensions will be granted.

HUD Resources

HUD Resources

• https://www.hudexchange.info/programs/e-snaps/fy-2019-

coc-program-nofa-coc-program-competition/#application- supporting-documents

Project Application Instruction Guides

• 1. Click

Here

• 2. Click on the

available Instruction Guides.

New Project Application Detailed Instructions

Review the FY2019 New Project Detailed Instructions! Especially the pages for your model type. PH-PSH: p. 17-39 PH-RRH: p. 40-58 Joint TH & PH-RRH: p. 59-79

Resources

• https://www.allchicago.org/COC/COCProgramCo

mpetition

e-snaps Resources

• https://www.hudexchange.info/e-snaps/

Log-in Link

Project Application Resources

DV Bonus Project Resources

• https://www.hudexchange.info/resource/5851/applying-for-dv-

bonus-projects-during-the-coc-program-competition/

Resources: All Chicago Staff

For assistance from All Chicago staff, email CoCPrograms@allchicago.org.

When to Use HUD Resource

(Virtual Help Desk, Training Modules, FAQ’s)

When to Use All Chicago Resources

(All Chicago Staff)

 E-snaps Technical Problems  Being locked out of e-snaps  System running slowly  Accessing problems in e-snaps  Cannot remember how to access the applicant profile or find application in e-snaps  E-snaps non-technical problems  Unsure about project budget amounts  Unsure about funding policies set by the CoC Board of Directors  Accessing problems in SurveyGizmo  Questions about submitting your applications to All Chicago Staff  Information about deadlines

How Your Project Will be Scored

PSH, RRH, Joint TH-RRH Component (Ranked in Tier 2) DV Bonus (RRH, Joint TH-RRH)

CoC Score. Up to 50 points in direct proportion to the score received on the CoC Application; e.g., if a CoC received 100 out of 200 points on the CoC Application, the project application would receive 27.5 out of 50 points for this criterion. CoC Project Ranking. Up to 40 points for the CoC’s ranking of the project Low Barriers to Entry. Up to 10 points for how the project application demonstrates that it is low barrier and prioritizes rapid placement and stabilization in permanent housing. CoC Score. Up to 25 points in direct proportion to the score received on the CoC Application. Need for the Project. Up to 25 points based on the extent the CoC quantifies the need for the project in its portfolio, the extent of the need, and how the project will fill that gap. Quality of the Project Applicant. Up to 50 points based on the previous performance of the applicant in serving survivors of domestic violence, dating violence, or stalking, and their ability to house survivors and meet safety

• utcomes. Additionally, to be eligible to receive a

PH-RRH or Joint TH and PH-RRH project, the CoC must demonstrate that the project will use trauma-informed, victim-centered approaches.

New Project Application Steps

4 Steps of the Project Application

1. Project Applicant Profile 2. Funding Opportunity Registration 3. Create Project Application 4. Access Application through Submissions

1 2 3 4

Step 1: Completing Applicant Profile

• There are 2 separate set of instructions for creating the Applicant

Profile: https://www.hudexchange.info/resource/2958/instructions- for-updating-the-project-applicant-profile/

• PLEASE NOTE: The Applicant Profile must be updated before

starting the application process! Only after doing so will a Project Applicant be able to advance successfully to the Project Application in e-snaps.

Step 1: Completing Applicant Profile

• Putting the Applicant Profile in “edit mode”

– Edit button will appear on the “Submission Summary” Screen – For some users, it may already be in “edit-mode”, in which case a “Complete” button will appear – Once edits are complete, select “Complete” button again

Step 1: Completing Applicant Profile

• Review the following sections

– Profile Type

• Employer or Tax Identification Number
• DUNS number

– Organization Information – Contact Information

• Authorized Representative
• Alternative Contact

– Additional Information

• Congressional districts
• Code of Conduct

https://portal.hud.gov/hudportal/HUD?src=/program_offices/spm/g momgmt/grantsinfo/conduct

Step 1: Completing Applicant Profile

• Attachments

– HUD Form 2880- an e-snaps section

• Amount of HUD Assistance Requested/Received will prepopulate
• nce project application(s) are complete

– Code of Conduct – Survey on Ensuring Equal Opportunities

• Applicable to project Applicants that indicate the
• rganization is a nonprofit.
• Must submit a new attachment with a new current date

– delete previous

• Attachments previously uploaded prior to the
• pening of competitions may not be available

Step 1: Completing Applicant Profile

• Submission Summary

– Ensure “Please Complete” areas are completed – Once edits are complete, select “Complete” button again

Resources to Complete Applicant Profile

• Project Applicant Profile Navigational Guide

for CoC Program Competition

• Project Applicant Profile Navigational Guide
• How to Complete the HUD Form 2880 in e-

snaps

Step 2: Funding Opportunity Registration

1. Navigate to the “Funding Opportunity Registrants” Workspace 2. Click on next to “New Project Application FY2019”

Confirm the correct Applicant listed in the field Select “Funding Opportunity Registrations”

Note the Funding Opportunity Name

Step 2: Funding Opportunity Registration

• Click “Yes”
• Wait for the screen to refresh
• Click “back” once the screen refreshes and indicates you are

registered

Step 3: Create Projects

• Move to “Projects” from the left-hand menu
• Select “New Project Application FY2019”

from the Funding Opportunity Name dropdown

• Once the screen refreshes, it will appear

empty

• Click on the icon to add your project
• Enter the project name (Note: This will be

the project name for eternity)

• Click “Save & Back”

Step 4: Submission

• Navigate to the “Submissions” Workspace
• Can utilize the filter OR sorting functions to find the correct

submission

• Search for “New Project Application FY 2019”
• Click on to access submission. It’s one per project

Select “Submissions” Use the filters to find the project name

Project Application

The Project Application is divided into 8 parts

1. Prepopulated Forms

• a. SF-424 Application Type
• b. SF-424 Legal Applicant
• c. SF-424 Application Details
• d. SF-424 Congressional Districts
• SF-424 compliance
• SF-424 Declaration
• HUD 2880
• HUD 50070
• Certification of Lobbying
• SF-LLL

Must complete Part 1 before the rest of the application appears on the left menu

Project Application

The Project Application is divided into 8 parts

• 2. Recipient and Subrecipient Information
• 3. Project Information
• 4. Housing Services and HMIS
• 5. Participants and Outreach Information
• 6. Budget Information
• 7. Attachments & Certification
• 8. Submission Summary

Project Application – Part: SF-424

• 1A. Application Type
• Ensure the type is indicated as “New”
• 1D. Congressional District(s)
• Field 14: Select State  Illinois
• Field 15, 16a: Pre-populated
• Field 16b: Select Congressional Districts in which project
• perates
• Field 17: Enter project’s operating start and end dates
• NOTE: Enter the project’s estimated operating start date (CY

2020) and end dates (CY 2021)

• Field 18: Leave blank

Project Application – Part: SF-424

• 1E. Compliance
• Question 19. Must select “b. Program is subject to E.O 12372 but

has not been selected by the State for review”

• Question 20. Please answer “Yes” or “No”
• 1G. HUD 2880
• 1H. HUD 50070 – Certification for a Drug Free Workplace

1.J SF-LLL

Part 2: Recipient/Subrecipient Information

• This section must be completed if your agency plans to

receive funds and then re-grant the funds to other agencies

• This may not be applicable for your grant, however, if you

need assistance, please contact us

Part 2b: Experience of Applicant, Subrecipient(s), and Other Partners

Narrative Section:

• 1. Describe the experience of the applicant and

potential subrecipients (if any), in effectively utilizing federal funds and performing the activities proposed in the application, given funding and time limitations.

• 2. Describe the experience of the applicant and

potential subrecipients (if any) in leveraging other Federal, State, local, and private sector funds.

Part 2b: Experience of Applicant, Subrecipient(s), and Other Partners

Narrative Section:

• 3. Describe the basic organization and management

structure of the applicant and subrecipients (if any). Include evidence of internal and external coordination and an adequate financial accounting system.

• 4. Are there any unresolved monitoring or audit

findings for any HUD grants (including ESG) operated by the applicant or potential subrecipients (if any)? If Yes, describe the unresolved monitoring or audit findings.

Part 3A: Project Detail

• 3A. Project Detail
• 1a. CoC Name and Number

IL 510-Chicago

• 1b. CoC Applicant Name:

All Chicago Making Homelessness History

• 3. Project Status

Standard

• 4. Component Type

Joint TH PH-RRH, SSO, HMIS, or PH (PSH or RRH)

• 5. Title V: Select Yes or No

Part 3B: Project Description

• 1. Project Description: Describe the project at full operational capacity AND to

demonstrate how full capacity will be achieved over the term being requested. Narrative must describe ALL of the following: – Scope of the project – Community need – Target population(s) – Project plan – project type, beds/units, setup, etc. – Project outcomes – performance outcomes expected – Coordination with other providers – linkages, services, etc.

– Any service participation requirements or requirements that go beyond what is typically included in a lease agreement, describe what those requirements are and how they will be implemented

– Reason why HUD-CoC dollars are needed

• Can reference other parts of application to meet character limit
• Make sure information does not conflict with other parts of the application

(i.e. bed numbers are same or population served remains consistent)

Part 3B: Housing Components

• 2. Describe the estimated schedule for the proposed activities, the

management plan, and the method for assuring effective and timely completion

• f work. (Demonstrate how full capacity with be reached.)
• 3. Will your project participate in a CoC Coordinated Entry Process?
• 4. Identify the specific population focus.
• Specific Population: Select “Yes” if your project has one or more of the

following – Special capacity in its facilities – Program designs – Tools – Outreach – Methodologies for specific populations Chronic vs. DedicatedPLUS for New PSH

Part 3B: Project Description

• 5. Housing First

Part 3B: Project Description

• Describe development activities (if applicable)
• Will clients be required to live in a particular structure, unit, or

locality, at some point during the period of participation?

• Will more than 16 persons live in one structure?

Note: these questions have different numbers based on component type

Part 3B: PH Component Only

• 10. Select PSH or RRH (PH Projects Only)

NOTE: If PSH was selected, DedicatedPLUS must also be selected.

Part 3C: Expansion (PH)

• New in FY 2019, the process to apply for a new project that will expand an

existing eligible CoC Program renewal project requires three project applications.

• There are different screens for 3C, depending on which component type

was selected on screen 3A question #4.

Part 3C: Expansion (PH)

• There are different screens for 3C, depending on which component

type was selected on screen 3A question #4.

Part 3C: Expansion (PH)

Instructions on Expansion is under 3C for all component types in the New Project Detailed Instructions. Expansion must also be noted on the original renewal project

• application. Projects will also need to submit a Combined Renewal Expansion

Application

Part 4: Supportive Services

Part 4: Supportive Services

Part 4B: Housing Type & Location

• PH: PSH

– Must click on “Add” button – Enter all units in the project, regardless of size – Enter all Beds, regardless of unit configuration – Include all beds should be dedicated for chronically homeless individuals and families only

• Housing Type: choose

from options that which most closely resembles type

• Enter the number of

units and beds available for CH, Veterans, Families and Youth

• Enter address
• Select Geocode 171296
• Chicago

Part 4B: Housing Type & Location

Part 4B: Housing Type & Location

• Joint TH and PH-RRH

– Must click on “Add” button – Enter all TH & RRH units in the project, regardless of size – Enter all TH & RRH Beds, regardless of unit configuration

Part 5: Participation & Outreach Information

Part 5 Notes

• Enter data at a point in time, as if the project were at full

capacity (not over course of a year or term of grant)

• Dark grey = not applicable
• Light grey = auto-calculating
• Chronic substance abuse may constitute a disability

Part 5: Participation & Outreach Information

5A: Project Participants – Households

– Households with and without children – Total persons

5B: Project Participants – Subpopulations

– Chronically Homeless – Disabilities

• Households served in PSH project must have at least one household

member with a qualifying disability as defined by 42 U.S.C 423(d) and 42 U.S.C 11382(2)

Title Here

• Text Here

Part 5: Participation & Outreach Information

Part 5: Participation & Outreach Information

Part 6: Budget Information

• Select relevant budgets on the “Funding Requests” screen. Your left menu

bar will re-populate and will list only those budget screens that you are required to complete.

• Will need to know if your project’s proposed funding is:

– Reallocation – Bonus funds – Reallocation + Bonus or – DV Bonus

• Indirect Cost Rates
• Metropolitan or non-metropolitan fair market rent area: Select “IL-

Chicago-Joliet-Naperville…”

• Grant Term – 1 Year

Part 6: Budget Information: Allowable Costs

Cost PSH RRH Joint TH Joint PH- RRH Acquisition Rehab & New Construction X Leased Units X X Leased Structures X X Rental Assistance X X X Supportive Services X X X X Operating X X HMIS X X X X All Chicago Recommends putting some money into HMIS

Part 6: Budget Information

Please reference the budget section of the Detailed Instructions for each component type:

• PH-PSH: p. 17-39
• PH-RRH: p. 40-58
• Joint TH & PH-RRH: p. 59-79

Also, utilize the CoC Program Interim Rule, published April 1, 2017, Subpart D for detailed explanation of eligible costs

• Match funds are acquired from sources outside of this grant’s funding
• request. The match information entered in e-snaps should be based
• n the current commitments at the time of project application,

covering the requested grant operating period and NOT based on projections.

• HUD expects the amount(s) to be accurate, with a commitment

letter(s) in place that includes the amount(s) listed.

• Match contributions can be cash, in-kind, or a combination of both.
• Match must be equal to or greater than 25 percent of the total grant

request for all eligible costs including Administration costs but excluding Leasing costs.

• HUD strongly encourages project applicants to review the FAQs posted

at www.hudexchange.info/coc/faqs/, by searching for the keyword “match.”

Part 6: Budget Information

Part 6: Budget Information

Summary Budget

• All items are pre-populated

from previous information entered except Admin

Project Part 7: Attachments & Certification

• 7A. Attachments should not be applicable for most projects, unless

you have subrecipients

– Subrecipient nonprofit documentation – proof of nonprofit status – Approved indirect cost rate – In-Kind – if listed as match – must provide MOU between recipient or subrecipient of service – If use operating funds for replacement reserve - documentation must be submitted

• 7B. Certification – must certify that the program will comply with

applicable laws outlined in the NOFA – Make sure to click the box

Submission Summary

• 8B. Submission

Summary

• Ensure areas red

“X” are completed

• May click on section

to take you directly to screen

Submission Summary

Expansion Grant Reminder

You must submit 3 applications for an expansion grant this year.

• 1. Renewal Project Application for existing grant
• 2. New Project Application for new units and/or

services

• 3. Combined Renewal Expansion Application for

whole project existing + new Please submit drafts of #2 & #3 on Monday, August 19th HUD Guidance - https://files.hudexchange.info/resources/document s/Applying-for-Expansion-Projects-during-CoC- Program-Competition.pdf

Steps to Submit to All Chicago

1. Complete Applicant Profile and Project Application(s). DO NOT SUBMIT IN E-SNAPS YET 2. Submit a PDF of the Applicant Profile (if changes were made since submitting renewal applications OR no current CoC renewals) AND Project Application(s) to cocprograms@allchicago.org.

PLEASE DO NOT SUBMIT IN E-SNAPS BEFORE ALL CHICAGO REVIEWS A PDF COPY.

PDF copies due to All Chicago by Monday, August 19, 2019 by 4pm

Timeline

1. All Chicago will review the applicant profile and project application & will provide feedback to agency for each project by Friday, August 23rd 2. Agency will be required to make changes per All Chicago feedback 3. Agency will then submit in e-snaps and notify All Chicago staff. DUE BY Wednesday, AUGUST 28th, 2019 by 12pm

Deadlines

• Monday, August 19th by 4pm – Due in e-snaps & email

PDF to cocprograms@allchicago.org

– Applicant Profile (if a new HUD applicant or if you made changes since submitting your renewal applications) and – New Project Application Drafts

• Wednesday, August 28th by 12pm – New Project

Application Final Drafts Due in e-snaps This timeline has been established based on HUD requirements. No deadline extensions will be granted.

Questions