Objectives Build on information already provided in Request for - - PDF document
6/29/2016 Proposal Information Session Support Services Projects June 2, 7, 8, 2016 6/29/2016 1 Objectives Build on information already provided in Request for Proposals documents Provide context for the HPS Request for Proposals
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Build on information already provided in Request for
Provide context for the HPS Request for Proposals Explain the structure of the Request for Proposals
Answer your questions related to the Support Services
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Introductions 2016 HPS RFP Overview
2016 HPS RFP : Support Services Projects
Forms
Letter Supporting Documents & Submission
Summary and Q & A
Staff:
Homelessness Partnering Strategy Community Entity Vancity Community Foundation – Homelessness
Partnering Strategy Team
Service Canada – Homelessness Partnering Strategy
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RFQ Online Process Updates to Form 2A and related sections of the guide Follow up with applicants on submission documents. Communication with applicants throughout the
Projects not required to have 1:1 other contributions,
Ability to expand upon and submit evaluation plan Simpler submission requirements
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The HPS has a goal to “prevent and reduce
1. Integrated and comprehensive Housing First programs are developed;
addressed;
collective efforts; and
local and national level.
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Program Funder: Ministry of Employment and Skills
Development Canada, or ESDC, locally represented by Service Canada
Funding Administrator: Community Entity Funding Advisors: Community Advisory Board HPS Contribution Agreement holders
At the national level, ESDC acts as the final authority on interpretation of program Terms and Conditions, funding priorities, and decisions.
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The CAB and CE is bound by the Conflict of Interest
The opportunity to advance or protect one’s interest, or
the interests of others with whom the individual has a relationship, in a way detrimental to the interests of the greater membership, or potentially harmful to the integrity of the CAB. A conflict of interest may include:
Exerting influence on the discussion of, or voting on, decisions relating
to funding proposals to the advantage of an individual organization with which a member has a direct relationship.
Making agreements or arrangements to support another member’s
proposal in return for supporting their proposal.
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Provincial alignment (alignment of investments) Sustainability Cost‐matching (other funds)
Key Terms to be Aware Of
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One of the HPS terms and conditions prohibits stacking of
HPS funds Stacking refers to the practice of proposing or allocating funds for an activity or cost that is already funded by another government source, which may result in both funders reimbursing the same costs twice, where the cost was only incurred once
Therefore it is obligatory to provide contact information for
all matching contributors and specify what activities and costs matching contributions are for, such that VCF may determine compliance with HPS policies
HPSSupport2016@vancity.com
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Screening
Then possible follow up
deadline or in the case of follow up, revised deadline CAB Review
evaluation
evaluation *** aboriginal process***
ranking CE Decision
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Capital,$3.7 M Regional Initiatives $1.4 M Support Service, $2.14 M Housing First service, $10.6 M
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$ 2.14 M until March 2019
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To improve the self‐sufficiency of homeless
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Housing placement (outside of Housing First) Connecting clients to income supports Pre‐employment support, and bridging to the labour market Life skills development (e.g. budgeting, cooking) Supports to improve clients’ social integration Culturally relevant responses to help Aboriginal clients Connecting clients to education and supporting success Liaise and refer to appropriate resources Housing loss prevention (only for individuals and families at
imminent risk of homelessness)
Basic or urgent needs services
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Direct Project: Directly delivers project outcomes
Staff Client‐specific costs Professional fees / services “Other” as specified in 2B.1 Capital assets ($1000 per item or more up to a maximum
Project Administration: Enables outcome delivery
Staff Services / Professional fees Infrastructure
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Affordable Housing Clinical services including addictions counselling Activities that result in the creation of homelessness Exceeds limit of $5000 total per application for capital
Costs related to harm reduction (e.g. needles, alcohol,
Purchase of equipment for project administration Project administration costs totaling more than 15% of
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Housing loss prevention as per Guide II One time costs – utilities, rental deposit, landlord /
Not eligible as a repeat cost for same client Not emergency housing funding Clients who receive this service must be followed‐ up
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Who can apply Eligible HPS priorities Eligible geographic region Matching contributions , not 1:1 at project level, but still
required at community level. Other contributions still required.
Eligible activities Indebtedness to Canada as determined already in RFQ. Union concurrence, if applicable Sustainability/Exit/Wind down Project Completion‐ HPS portion. Document submission requirements
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Sustainability/Exit/Wind
Down
Need and long‐term
impact
Objectives, activities Outcomes Evaluation Budget & other
contributions
Aboriginal applicants Timeframe Location Capacity of Sponsor Eligible population
prioritization
Joint submissions by partnerships (whether funding or
Identifying and documenting partners strengthening
MOU’s Partnership Agreements Letters of commitment signed by leadership of
Operational agreements
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1 : 1 HPS to non‐HPS other funds (or in‐kind
Confirmation letters of other funds must:
Be submitted in the Other Fund / Partnership
Declaration Letter form provided online.
Complete all fields. This includes nature, purpose,
amount and timeline of the contribution, and contact information of partner / contributor representative
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Restrictions include:
Unconfirmed or unverifiable sources Other HPS streams (Aboriginal stream) Jurisdictional boundaries “stacking”
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The HPS‐funded portion of the service must be able to
Or The end of the HPS‐funded portion of the service
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If you are an Aboriginal organization, and your project
HPS program priority CAB priority Responses in Form 2A
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General Guides I & II
HPS Overview HPS Definitions General Eligibilities Submission Requirements Contact information
Category Guides (Support Service Guide)
Specific Eligibilities Guide to Forms
Website Updates Current HPS Community Plan
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Proposal Narrative, Use Guide for question clarifications Character limits intentional Distinguishes activities proposed for HPS funds from
Do not put personal information in Form 2A (e.g.
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Proposed Budget Provide detail and breakdowns as requested in the
Proposed HPS Costs in lower section Other contribution costs in upper section
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Fillable PDF Form‐ from Metro website Required for each partner Required for each other fund contributor Must contain contact information for partner or
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(Proposal forms, Partnership Declaration letters, etc..)
Organization: board members, union concurrence if applicable,
policies around hiring, nepotism, conflict of interest
Support / community need evidence Formal partnership agreements See checklist
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Electronic file submission requirements:
VCF security protocols
No electronic attachments <10 MB (Please break up files into
separate attachments)
No “Zip” files No submissions from Gmail or Hotmail or Yahoo Use subject line “HPS Support RFP Submission” or you will not
receive an automated receipt.
Form 2A Word submitted online, however, sign, date and submit
signature page to HPS email (declaration section 2.10 can be PDF)
Form 2B.1 Excel format submitted to HPS email, however, signature
sections can be PDF)
Tampering with form formats will delay processing and review PDFs accepted only for supporting document copies (Sustainability
plan, letters verifying matching contributions, etc.)
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Legally binds the recipient to the following:
Monthly activity reports on HPS‐required indicators
through a format determined by the HPS‐ CE, for example Homeless Individuals and Families Information System (HIFIS)
Monthly claims for reimbursement of approved and
eligible activities & costs
Tracking expenses and outcomes documented in
Agreement schedules
Sound financial practices organization‐wide Communication with VCF Project Officers on arising
issues pertaining to timely fulfillment of obligations
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~ $ 2.14 million in funding available VCF, MV, CAB and Service Canada collaboratively
Applicants are encouraged to carefully consider all
Ensure all statements and requirements are
Get clarification : HPSSupport2016@vancity.com
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Capital Project Applications HPSCapital2016@vancity.com Support Service Applications HPSSupport2016@vancity.com Housing First Service Applications HPSHF2016@vancity.com Regional Initiatives Applications HPSRegional2016@vancity.com