Proposal Information Session Housing First Projects June 1, 2, 7, - - PowerPoint PPT Presentation

Proposal Information Session Housing First Projects June 1, 2, 7, 8, 2016

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Objectives

 Build on information already provided in Request for

Proposals documents

 Provide context for the HPS Request for Proposals  Explain the structure of the Request for Proposals

Documents regarding the Housing First category

 Answer your questions related to the Housing First

category

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Agenda

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Introductions 2016 HPS RFP Overview

• Homelessness Partnering Strategy - local context
• Roles and responsibilities
• Terms and Conditions
• Decision making process

2016 HPS RFP : Housing First Projects

• Eligible priorities, activities & costs
• Evaluation Criteria

Forms

• RFP Documents
• Form 2A
• Form 2B.1
• Other contributions/ Partnership Declaration Letter

Supporting Documents & Submission

• Supporting documents
• Submission requirements

Summary and Q & A

Introductions

 Staff:

 Homelessness Partnering Strategy Community Entity  Vancity Community Foundation – Homelessness

Partnering Strategy Team

 Service Canada – Homelessness Partnering Strategy

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What’s new in RFP 2016

 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 process  Projects not required to have 1:1 matching, however, it is

still strongly encouraged.

 EHF parameters  Ability to expand upon and submit evaluation plan  Simpler HF alignment built into application form  Simpler submission requirements

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Overview of 2016 HPS Request for Proposals

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Overview

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 The HPS has a goal to “prevent and reduce

homelessness” and aims to achieve four specific

• utcomes:

1. Integrated and comprehensive Housing First programs are developed;

• 2. Community-level homelessness priorities are

addressed;

• 3. Partners are engaged to maximize and coordinate

collective efforts; and

• 4. Enhanced understanding of homelessness at the

local and national level.

Local Context: 2014 – 2019 Delivery Partners

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Roles and Responsibilities

Three primary actors in the delivery of HPS :

 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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Conflict of Interest Policy

 The CAB and CE is bound by the Conflict of Interest

Policy at all times

 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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Terms and Conditions

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The HPS Terms and Conditions provide the broad program parameters which govern the implementation of HPS. At the broadest level, key Terms and Conditions are:

 Provincial alignment (alignment of investments)  Sustainability  Cost-matching (matching funds)- community level

needs 1:1.

Key Terms to be Aware Of

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“Stacking”

 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 other contributors and specify what activities and costs

• ther contributions are for, such that VCF may determine

compliance with HPS policies

 HPSHF2016@vancity.com

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Decision Making, Funding for Housing First, Eligible and Ineligible Costs and Activities.

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Decision-Making Process

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Screening

• Invited to RFP?
• Complete?

Then possible follow up

• Eligible?
• Submitted by

deadline or in the case of follow up, revised deadline CAB Review

• Individual

evaluation

• Team

evaluation*** aboriginal process***

• Group

ranking CE Decision

• Due diligence
• Final decision
• Negotiation
• Contracting

Maximum Funding Available Oct 2016– March 2019

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Capital, $3.7 M Regional Initiatives $1.4 M Support Service (Non-HF), $2.14 M Housing First service, $10.6M

Funding Allocation Oct 2016– March 2019

Maximum Housing First Services funding :

$ 10.6 M until March 2019

• $2.13 M Oct 2016– March 2017
• $ 4.28 M April 2017 – March 2018
• $4.27M April 2018 – March 2019

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Eligible Priorities

To reduce homelessness through a Housing First

(HF) approach.

The Housing First model includes both housing and

access to supports, primarily for chronically and episodically homeless individuals. The services provided are offered through an integrated approach and are interdependent. Generally, the approach will be to ensure that Housing First clients have access to all the existing services required.

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Eligible Activities

 Client intake and assessment (required)  Connecting to and maintaining permanent housing  Accessing services through case management (also for HF

clients who have been recently housed)

 Tracking Housing First clients (required)

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Eligible populations

 Chronically homeless individuals  Episodically homeless individuals  Individuals exiting institutions that have a history of

chronic and episodic homelessness and cannot identify a fixed address upon their release

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Eligible Costs

 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)

 Project Administration: Enables outcome delivery

 Staff  Services / Professional fees  Infrastructure

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Ineligible Activities & Costs

 Affordable Housing, Social Housing  Clinical services including addictions counselling  Activities that result in the creation of homelessness  Support services for HF clients who do not chose

permanent housing

 Costs related to harm reduction (e.g. needles, alcohol,

drugs, substitutes)

 Purchase of capital assets for project administration  Project administration costs totaling more than 15% of

the HPS – funded portion

 Activities on-reserve

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Emergency Housing Funding

 Defined in General Guide II & HF Category Guide  Must result in a connection to permanent housing for agency to

be reimbursed

 One year time limit***  Up to $450 per month per client  Connection to long-term housing

 Disability benefits  Employment (30% of client income must go to rent)  Other

 Base proposal on anticipated client volume (provide evidence)  If client is receiving any other subsidy, can’t receive EHF (see

stacking)

 Align your policies around rent supplements to include EHF

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Emergency Housing Funding

 Must have strong exit strategy for clients on EHF  EHF can’t pay 100% of client’s rent  Can’t be used with interim housing  Has to be paid to third party not client

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Housing First Projects Eligibility & Evaluation Criteria

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Eligibility: Minimum Criteria

 Who can apply  Eligible HPS priorities  Eligible geographic region  Other contributions , not 1:1 at project level, but 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

 HF alignment

Criteria

Additional proposal questions and evaluation criteria:

 Identification of gaps in aligning with a Housing First

approach, and strategy to address those gaps within first 3 months of contract. (planning and implementation)

 Evaluated for HF model alignment according to the

principles of HF, team structure, subsidies and units:

 No readiness requirements on the part of clients to access permanent

housing

 Client choice  Recovery orientation  Individual and client-centered supports  Social and community integration

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Criteria: Housing First

Additional proposal evaluation criteria:

 Partnerships with service agencies, Health Authorities,

and Ministry of Social Innovation related services for delivery of integrated Case Management services for Housing First clients

 Where ACT teams are available, presence of a strategy to

coordinate proposed HPS-eligible activities with Housing First clients that may be served by ACT teams

 Assessment of ICM team structure regardless of funding

source.

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Criteria: Housing First

Partnerships

 Joint submissions by partnerships (whether funding or

implementation partnerships) and coalitions are encouraged

 Identifying and documenting partners strengthening

the knowledge, experience and capacity to deliver the project outputs will strengthen your proposal

 MOU’s  Partnership Agreements  Letters of commitment signed by leadership of

• rganizational partners

 Operational agreements

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Other Contributions

1 : 1 HPS to non-HPS other funds (or in-kind

resources) is not required at project level, but highly encouraged.

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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Other Contributions

 Restrictions include:

 Unconfirmed or unverifiable sources  Other HPS streams (Aboriginal stream)  Jurisdictional boundaries  “stacking”

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Sustainability/Exit/Wind Down

 Clients : must have individual plans to gain independence ,

require fewer supports, and be able to access or be integrated into mainstream services, throughout the HPS Contribution Agreement and after.

 Project The HPS-funded portion of the service must be able to

continue after the end of the funding period (“Sustainability Plan) Or

 Project: The end of the HPS-funded portion of the service must

not result in an increase in homelessness (“Exit Strategy” or “Wind-down Plan”)

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Aboriginal Context

 If you are an Aboriginal organization, and your project

aims to exclusively serve individuals who are chronically or episodically homeless in the Aboriginal community, please be sure to reference your strategy to consider the needs of this population in your proposal.

 HPS program priority  CAB priority  Responses in Form 2A

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HPS Definition of Housing First

Moving individuals who are chronically or episodically homeless from the streets or homeless shelters directly into permanent housing. Permanent housing is complemented by the provision of services to assist clients to sustain their housing and work towards recovery and reintegration into the community.

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• ACT & ICM
• Landlord engagement
• Community integration
• Income & autonomy
• Culturally sensitive

approaches for Aboriginal clients

• HF model development
• Common definitions
• Common referral system
• Common live registry of available

units

• Standardized client intake,

prioritization, assessment tools, standards of care, program fidelity

• Supportive

Housing(congregate) or private market (scattered- site)

• Resources to quickly re-

house

• Subsidy
• Maintenance and repairs
• ACT
• ICM
• Housing referral (from

street or shelter)

Outreach / Housing Referral Permanent Housing Supply Housing Firsts to connect to and maintain housing Coordinated intake and client prioritization

Housing First System

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Proposal Forms

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RFP Documents

 General Guides I & II

 HPS Overview  HPS Definitions  General Eligibilities  Submission Requirements  Contact information

 Category Guides (Housing First Guide)

 Specific Eligibilities  Guide to Forms

 Website Updates  Current HPS Community Plan

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Form 2A

 Proposal Narrative  Use Guide for question clarifications  Character limits intentional  Distinguishes activities proposed for HPS funds from

broader project

 Do not put personal information in Form 2A (e.g.

resumes)

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Form 2B.1

 Proposed Budget  Provide detail and breakdowns as requested in the

Form and Guide

 Proposed HPS Costs in lower section  Other costs in upper section

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Other Funds / Partnership Letter

 Fillable PDF Form- from Metro website  Required for each partner  Required for each other fund contributor  Must contain contact information for partner or other

funder that we can verify upon due diligence. Let partners and funders know they will be contacted by us.

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Supporting Documents & Submission Requirements

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Documents

 (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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Document Submission Tips

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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 HF RFP Submission” or you will not receive

an automated receipt.

 Form 2A Word submitted online ,however, you must print sign and

dated signature page (declaration section 2.10 and email back with rest of your supporting documents- can be in PDF).

 Form 2B.1 Excel format (signature sections ONLY can be PDF),

submit budget itself in Excel

 Tampering with form formats will delay processing and review  PDFs accepted only for supporting document copies (Sustainability

plan, letters verifying other contributions, etc.)

HPS Contribution Agreements

 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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Summary

 ~ $ 10.6million in funding available  VCF, MV, CAB and Service Canada collaboratively

administrating HPS

 Applicants are encouraged to carefully consider all

eligibility criteria, particularly matching funds, partnerships, eligible activities & costs, sustainability plan

 Ensure all statements and requirements are

substantiated with the documents listed

 Get clarification : HPSHF2016@vancity.com

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Question Period

www.metrovancouver.org/planning/homelessness

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