homelessness partnering strategy (hps) - metro vancouver · 2015. 1. 27. · metro vancouver...

2014 • 2019 Homelessness Partnering Strategy2014 • 2016 HPS Open Call for Proposals

METRO VANCOUVER

D E S I G NATE D FU N D IN G

JULY 22

2014GENERAL GUIDE I

Deadline: September 5, 2014 4:00 pm

THIS GUIDE IS APPLICABLE ACROSS ALL APPLICATION CATEGORIES, HOWEVER ALL APPLICANTS MUST READ THE APPLICATION GUIDES AND COMPLETE THE APPLICATION FORMS SPECIFIC TO THEIR APPLICATION CATEGORY:

1. Regional Initiatives: Housing First and Non-Housing First

2. Support Services

3. Housing First Support Services4. Capital Projects

1. Regional Initiatives: Housing First and Non-Housing First – for Housing First readiness, coordination of resources and leveraging, and improvement of data collection and use

2. Support Services – for individuals at imminent risk of homelessness and homeless individuals 3. Housing First Support Services – for chronically and episodically homeless individuals 4. Capital Projects – for facilities that serve homeless individuals and individuals at imminent risk

of homelessness

This document is provided to assist applicants with determining HPS eligibilities with regards to activities, locations, client types and HPS definitions.

H O M E L E S S N E S S P A R T N E R I N G S T R A T E G Y ( H P S )

2014 Call for Proposals GENERAL GUIDE I

Overview, Eligible Activities

7 / 2 2 / 2 0 1 4


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

Funding Objective: To implement the approved 2014 – 2019 Homelessness Partnering Strategy Community Plan for the Metro Vancouver region. (See Section 1.5 – 1.6 below and HPS CFP General Guide II: Eligible Populations, Communities and Program Definitions)

Eligible HPS Community Plan Priorities:

• To reduce homelessness through a Housing First approach•To improve the self sufficiency of homeless individuals

and families and those at imminent risk of homelessness through individualized services

•To preserve or increase the capacity of facilities used to address the needs of people who are homeless or at imminent risk of homelessness

•To ensure coordination of resources and leveraging•To improve data collection and use

Eligible Activities: See section 1.5 below and respective Application Guides per application category, for activities eligible under each HPS priority.

Intended Beneficiaries of Activities:

Chronically homeless, episodically homeless, homeless or at imminent risk of homelessness(See Call for Proposals CFP General Guide II: Eligible Populations, Communities and Program Definitions)

Eligible Project Implementation Period: JANUARY 1, 2015 – SEPTEMBER 30, 2016

Maximum Funds Available: Approximately $ 14 M

Eligible Applicant Organizations:

• Individuals;• Not-for-profit organizations;• For-profit organizations; *• Municipalities;• Aboriginal organizations;• Public health and educational institutions; and• Provincial and territorial governments and their entities,

including institutions, agencies and Crown Corporations *Conditions apply. See section 3.2of the HPS Terms and Conditions.

Continues on next page

Call for Proposals Summary


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

Joint Submissions Joint submissions, partnerships and coalitions are encouraged and if awarded funding, require that a single party take responsibility for the contractual relationship with the GVRD-CE as set out in the Contribution Agreement. This arrangement must be defined in the Application Form and supported with partnership letters.

Deadline for Applications: SEPTEMBER 5, 2014 4:00 PM

Further information: Application Guide attached and information session for each funding category offered from August 11 - August 22, 2014. Register at [email protected]. Details below.

All HPS CFP Documents available for download at: http://www.metrovancouver.org/planning/homelessness/

PLEASE NOTE: The HPS eligible priorities are organized into four application categories:


2. Support Services – for individuals at imminent risk of homelessness and homeless individuals3. Housing First Support Services – for chronically and episodically homeless individuals4. Capital Projects – for facilities that serve homeless individuals and individuals at imminent risk of homelessness

An Application Guide and Information sessions related to each application category is available to assist applicants to understand the eligibility requirements for HPS funds. The Application Guides and Information sessions are essential to meeting eligibility requirements and are strongly recommended. For further information on applications for support services, Housing First support services, capital projects and regional initiatives under the 2014 HPS Call for Proposals, visit http://www.metrovancouver.org/planning/homelessness/.

PROPOSAL DOCUMENT SUBMISSION REQUIREMENTS (for proposal criteria see Specific Application Guides for each application category.)

Applications MUST be submitted on the Application Forms provided for the respective application category (support services, Housing First support services, capital projects, or regional initiatives). Applications submitted on any other form will NOT be accepted.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

• All applicants MUST submit an electronic application AND a printed application.• Print applications must be sent by courier and postmarked no later than

DEADLINE: SEPTEMBER 5, 2014 4:00 PM.• Print applications delivered in person must be dated and received no later than

4:00 p.m., Deadline: September 5, 2014 4:00 pm.• Print applications MUST include completed and signed Form 2A, completed and

signed Form 2B.1 and additional documents listed in the respective Application Guides for the respective application categories.

• Electronic form submission, as per the requirements specified in the respective Application Guides must be received by Vancity Community Foundation HPS staff no later than 4:00 p.m., Deadline: September 5, 2014 4:00 pm.

• Forms 2A and 2B must be submitted electronically in Microsoft Word and Excel formats (as well as in hard copy). In the case of capital project applications, form 2B.2 Five Year Operational Plan must also be submitted.

• All e-mailed applications MUST have the subject line listed below dependent on category of application, and sent to the appropriate e-mail address indicated below:

HPS Capital Application Submission to [email protected] HPS Service Application Submission to [email protected] HPS HF Application Submission to [email protected] HPS Regional Submission to [email protected]

• Applicants may submit proposals for more than one application category• Each proposal must be submitted as a stand-alone proposal within the application

category (not combining activities from different categories into one proposal)• Only one application per email• Faxed applications will not be considered.

All hard copy applications to be sent by courier no later than Deadline: SEPTEMBER 5, 2014 4:00 PM TO:

VANCITY COMMUNITY FOUNDATION 810-815 WEST HASTINGS ST.VANCOUVER, BC V6C 1B4

Attention: Lisa Ross HPS Capital Application, Service Application, HF Application or Regional Application as applicable to your application category.

APPLICATIONS SUBMITTED AFTER THESE DEADLINES WILL NOT BE CONSIDERED.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

CFP INFORMATION SESSIONS (BY FUNDING CATEGORY) Information sessions for each application category will be offered

AUGUST 11 – AUGUST 22, 2014.Prospective applicants are strongly recommended to attend the information session of their area of interest. Registration required by August 1st. To register, please write to [email protected] with “HPS CFP Info Session Registration” in the subject line with the application area(s) you are interested in, your name, organization and the number of people who will attend. Full list of dates and application categories available at

http://www.metrovancouver.org/planning/homelessness/

STRONGLY RECOMMENDED • REGISTRATION REQUIRED by August 1st

Capital Projects *Information Session Registration: [email protected] Subject Line: HPS Capital Information Queries contact: [email protected] Electronic Submission of Application: [email protected] Subject Line: HPS capital application Submission

Support Services *Information Session Registration: [email protected] Subject Line: HPS Support services information Queries contact: [email protected] Electronic Submission of Application: [email protected] Subject Line: HPS service application submission

Housing First Support Services *Information Session Registration: [email protected] Subject Line: HPS Housing First information Queries contact: [email protected] Electronic Submission of Application: [email protected] Subject Line: HPS HF application submission

Regional Initiatives: Housing First and non-Housing First *Information Session Registration: [email protected] Subject Line: HPS Regional initiatives Queries contact: [email protected] Electronic Submission of Application: [email protected] Subject Line: HPS regional application submission

Registration for information sessions, CFP inquires and application submission contacts

*REGISTRATION REQUIRED by August 1st.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

Table of ContentsCall for Proposals Summary 21. Homelessness Partnering Strategy Call for Proposals 7 1.1 Introduction 7 1.2. The Homelessness Partnering Strategy (HPS) 8 1.2.1 Purpose 8 1.2.2 Focus on Housing First 9 1.2.3 The Homelessness Partnering Strategy in Metro Vancouver 101.3. Roles and Responsibilities 10 1.3.1 Employment and Social Development Canada (ESDC) 10 1.3.2 GVRD 11 1.3.3 The Greater Vancouver Regional Steering Committee on Homelessness 111.4. Guiding Principles 121.5. 2014 HPS Call for Proposals Eligible Activities 12 1.5.1 Four Application Categories 12 1.5.2 Support Services Distinct from Housing First Support Services. 12 1.5.3 Regional Initiatives: Housing First and Non-Housing First 14 1.5.4 Support Services 18 1.5.5 Housing First Support Services 18 1.5.6 Capital Projects 211.6. Minimum Eligibility Requirements 221.7. Ineligible Project Activities and Costs 251.8. Eligible Costs 261.9. Evaluation Process 32 1.9.1 Review Process Summary 32 1.9.2 Conflict of Interest and Roles 331.10. Proposal Evaluation Criteria & Scoring 351.11. Application Package 35 1.11.1 Application Document Submission 36 1.11.2 Additional Supporting Documents for Capital Projects 371.12. Interpretation of Documents 371.13. Joint Submissions 391.14. Ownership of Submissions 391.15. Confidentiality and Security 39Appendix A: HPS Funding Application: Declaration of Partnership or Matching Funds Letter 40-41


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

1.1 Introduction In March 2013, the Government of Canada announced a 5-year extension of funding for the Homelessness Partnering Strategy (HPS) at approximately $8.2 million dollars per year April 01, 2014 to March 31, 2019. The current five year program cycle features an emphasis on the Housing First approach, which includes the requirement to invest a minimum of 65% of HPS funds in eligible Housing First activities.

Through this Call for Proposals (CFP), the Greater Vancouver Regional District (hereinafter referred to as the “GVRD”), in partnership with the Community Advisory Board (CAB) for the Metro Vancouver region, the Greater Vancouver Regional Steering Committee on Homelessness (RSCH), solicits applications for Homelessness Partnering Strategy (HPS) funds to implement the HPS Community Plan for the Metro Vancouver region. This includes the following Community Plan priorities:

• To reduce homelessness through a Housing First approach• To improve the self sufficiency of homeless individuals and families and those at imminent

risk of homelessness through individualized services• To preserve or increase the capacity of facilities used to address the needs of people who

are homeless or at imminent risk of homelessness• To ensure coordination of resources and leveraging• To improve data collection and use

PLEASE NOTE: In this Call for Proposals document, the term “GVRD” refers to the Community Entity while the term “Metro Vancouver” refers to the geographic region as presented in section 1.6 below and

the CFP General Guide II: Eligible Populations, Communities and Program Definitions.

1. Homelessness Partnering Strategy Call for Proposals


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

The maximum amount of funding available for this Call for Proposals is approximately $13.5 M under the HPS Designated Communities funding stream, to fund support services, Housing First support services, capital and regional projects between January 1, 2015 – September 30, 2016. The total number of projects funded and the amount of funding per project will be determined based on the review and due diligence of proposals received.

All projects approved for funding must be completed by September 30, 2016.

PLEASE NOTE: The CE is under no obligation to approve any application through this process. Any agreement

that may result from this Call for Proposals does not constitute a service to the CE.

1.2. The Homelessness Partnering Strategy (HPS)

1.2.1 PurposeThe purpose of HPS is to support Canada’s communities including 61 designated communities, as well as Aboriginal and rural and remote communities, in their efforts to prevent and reduce homelessness. The HPS is a community-based program designed to address homelessness across Canada, relying on communities to determine their own needs and to develop projects accordingly. Nationally, HPS aims to prevent and reduce homelessness across Canada through the mobilization of partnerships at federal-provincial/territorial and community levels. These partnerships contribute to sustainable and comprehensive development of services and facilities to help those who are homeless or at imminent risk of homelessness move towards well-being and self-sufficiency, focusing mainly on a Housing First approach. .

Evidence has demonstrated the effectiveness of the Housing First approach to reduce homelessness. HPS is actively supporting communities through the implementation of this approach to reduce homelessness, with flexibility to invest in other proven approaches that complement Housing First and reduce homelessness. Thus, at the national level, HPS contributes to the achievement of the following direct outcomes:

• Integrated and comprehensive Housing First programs are developed;• Community-level homelessness priorities are addressed;• Partners are engaged to maximize and coordinate collective efforts; and• Enhanced understanding of homelessness at the local and national level.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

The HPS places emphasis on reporting and monitoring of program outcomes. Key performance measures include:

• Decrease in the estimated number of shelter users who are chronically homeless;• Decrease in the estimated number of shelter users who are episodically homeless;• Decrease in length of shelter stay;• Percentage of individuals placed in housing through a Housing First intervention that

maintain housing; and• Amount invested by external partners for every dollar invested by the HPS.

1.2.2 Focus on Housing FirstThe Housing First approach involves moving individuals who are chronically or episodically homeless from the streets or homeless shelters directly into permanent housing. Permanent housing cannot be achieved without supports to assist clients to maintain their housing. As well as giving clients the opportunity to work towards recovery and community integration. Details of eligible activities can be found in section 1.5.5 below and in the HPS CFP Housing First Application Guide available at http://www.metrovancouver.org/planning/homelessness/. More information about service delivery models is available at the ESDC website http://www.esdc.gc.ca/eng/communities/homelessness/housing_first/approach/index.shtml. Information and toolkits about implementing the Housing First approach are available at http://housingfirsttoolkit.ca/.

As part of the program renewal announced in March 2013, the 10 largest designated communities (Vancouver, Edmonton, Calgary, Winnipeg, Hamilton, Toronto, Ottawa, Halifax, Montreal and Quebec) are required to mainly focus on implementing a Housing First approach. This focus includes the following program requirements:

• Investment in a minimum of 65% of HPS funds in eligible Housing First activities region-wide;

• Investment in a maximum of 35% of HPS funds in eligible non- Housing First activities region-wide;

• Housing First investments must serve and track outcomes for the chronically and episodically homeless;

• Non-Housing First investments must serve any one or more of the following: chronically homeless, episodically homeless, homeless or at imminent risk;

• Housing First clients must be provided services according to the Housing First philosophy; and

• Tracking of specific Housing First and non-Housing First indicators of client outcomes per unique individual.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

1.2.3 The Homelessness Partnering Strategy in Metro VancouverThere are two HPS funding streams offered in the Metro Vancouver region:

a) Designated Community - the GVRD Community Entityb) Aboriginal Homelessness – Lu’ma Native Housing Society Community Entity. For more

information contact, [email protected]

The Designated Communities Stream

The Designated Communities stream is designed to assist communities, primarily major urban centres. These communities are able to access multi-year funding with a requirement to match funds from other sources (cash or in-kind). This funding stream requires a Community Plan to be approved by the Minister of Employment and -Social Development Canada. The HPS Community Plan sets priorities and activities for the investment of HPS funds in the Designated Communities and must be in place before a Call for Proposals can be posted. Applicants under this funding stream must therefore demonstrate how their projects will meet HPS objectives as well as address one or more of the priority areas in the approved HPS Community Plan.

1.3. Roles and ResponsibilitiesHPS funds for the Metro Vancouver region are managed under a “Community Entity” (CE) governance structure whereby funds are managed and administrated by an organization on behalf of the federal government and under agreement with the Ministry of Employment and Social Development Canada (ESDC).

From April 1, 2014 to March 31, 2019, the GVRD will continue to act as the Community Entity for the Metro Vancouver region. The CE governance structure provides an opportunity for community input into program delivery through a “Community Advisory Board,” (CAB) which is currently the Greater Vancouver Regional Steering Committee on Homelessness (RSCH). ESDC, the Community Entity and the Community Advisory Board have specific and significant roles in the Call for Proposals process and the overall administration of HPS in the Metro Vancouver region. A short description of their respective roles is provided below.

1.3.1 Employment and Social Development Canada (ESDC)Through Service Canada, ESDC as the program funder outlines the HPS Terms and Conditions under which the program is managed, approves the funding priorities of the Metro Vancouver region, receives regular reports on the performance of all funded projects, and serves as an advisor to the GVRD as CE for HPS, and the RSCH as CAB.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

1.3.2 GVRDIn its capacity as the Community Entity, the GVRD has the following responsibilities in the delivery of the program:

1. Engage the community stakeholders and funding partners to actively work together to prevent and reduce homelessness;

2. Develop community priorities for HPS funding with the CAB;3. Implement strategies to address Community Plan priorities, as well as providing a

leadership role in the local implementation of Housing First;4. Provide support and guidance to the CAB regarding program delivery and administration

and assist with the establishment of the terms of reference for the Call for Proposals processes, including review and recommendation processes;

5. Conduct the Call for Proposals based on the HPS Community Plan priorities and confirm eligibility criteria of proposals in an open, impartial and fair manner;

6. Assess, approve and enter into HPS Contribution Agreements with applicants recommended by the CAB that meet the Community Plan priorities and HPS Terms and Conditions and related policies and directives;

7. Manage HPS Contribution Agreements with approved applicants, including financial and activity monitoring to ensure compliance with the HPS Contribution Agreement, and monitoring HPS-funded activities for achievement of expected results;

8. Report on its activities, including the management of HPS Contribution Agreements and investment targets, to ESDC; and

9. Inform the CAB about the status of HPS-funded activities (including results) and other activities related to the prevention and reduction of homelessness in the community.

GVRD: Legal name and common name: For the purposes of contracting, the name GVRD is used to refer to the Greater Vancouver Regional District. As a result of rebranding, “Metro Vancouver” is used as the common name for the “GVRD”.

Under agreement with the GVRD-CE, the Vancity Community Foundation (VCF) HPS staff is responsible for assisting with the CFPs by reviewing applications and responding to application enquiries. VCF HPS staff is also responsible for the management of approved HPS projects in the Metro Vancouver region once the Call for Proposals process is completed.

1.3.3 The Greater Vancouver Regional Steering Committee on HomelessnessThe RSCH-CAB has three significant roles:

1. Provide input and advice to the GVRD on HPS priority setting;2. Develop and endorse the HPS Community Plan (both process and content); and3. Recommend HPS projects for funding by the GVRD.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

In February 2014, the RSCH-CAB endorsed the HPS Community Plan for the 2014 to 2019 program period following three months of research and region-wide stakeholder consultations. The HPS Community Plan guides the region’s HPS investments and funding decisions. The Plan is available at http://www.metrovancouver.org/planning/homelessness/.

1.4. Guiding Principles In considering projects for funding, the RSCH-CAB will be governed by the following principles:

1. Commitment to the distribution of funds across the region.2. Commitment to continuing to work with the Aboriginal Homelessness Steering Committee

and the broader Aboriginal community, and continued support of Aboriginal-focused programs and services.

3. Commitment to working to promote broad access to services.4. Commitment to recommending projects that meet the HPS Terms and Conditions and

implement the priorities of the HPS Community Plan; focusing mainly on a Housing First approach.

1.5. 2014 HPS Call for Proposals Eligible Activities

1.5.1 Four Application CategoriesThe activities eligible for HPS funding are organized into four categories of applications for this Call for Proposals. This means that information sessions, application guides, application forms, submission guidelines and application criteria will be unique to each application category.

1.5.2 Support Services Distinct from Housing First Support Services.Please note that while some eligible activities under Support Services and Housing First Support Services share common language, they are distinct in terms of the model and philosophy of delivery and client types.

Applicants for Housing First Support Services require additional criteria to be met (e.g. client type, Housing First approach and HPS Housing First funding requirements). While any program or service may include activities from different application categories, (for example, from non -Housing First services and Housing First services), each category of activities must be written and submitted separately according to the application categories (e.g. services for Housing First client types must be proposed within the “Housing First Support Services” forms and meet the “Housing First Support Services” criteria. Services for non-Housing First clients must


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

be proposed within the “Support Services” forms and meet the “Support Services” criteria). Applications to each HPS application category must be submitted as stand-alone projects, and not dependent on funding from more than one funding category.

The four application categories are:


2. Support Services – for individuals at imminent risk of homelessness and homeless individuals3. Housing First Support Services – for chronically and episodically homeless individuals4. Capital Projects – for facilities that serve homeless individuals and individuals at imminent risk of homelessness

3HOUSING FIRST

SUPPORT SERVICES

2SUPPORT SERVICES

4CAPITAL

PROJECTS

Info Session Info Session Info Session

Forms and Guide

Forms and Guide

Forms and Guide

Queries and Submission

Email


Email


Email

1REGIONAL INITIATIVES:

HOUSING FIRST & NON-HF

Info Session

Forms and Guide


Email

Review Criteria

Review Criteria

Review Criteria

Review Criteria

Figure 1 • 2014 CFP: Four Distinct Application Categories with dedicated Information Sessions, Forms, Guides, Contacts for queries and submissions, and review criteria.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

1.5.3 Regional Initiatives: Housing First and Non-Housing FirstPriorities falling under “Regional Initiatives” must serve the entire region, inclusive of all communities presented in section 1.6 below and in the HPS CFP General Guide II: Eligible

Populations, Communities and Program Definitions. Projects must be able to cover the entire Metro Vancouver region and/or have partnerships in place that allow for the project to cover the municipalities of the Metro Vancouver region. Applicants must demonstrate awareness of and adequate oversight from relevant regional governance bodies applicable to the activity proposed for HPS funds. Proposals that are not inclusive of all municipalities of the Metro Vancouver region will not be considered.

The following are HPS Community Plan priorities falling under the Regional Initiatives application category.

• “To reduce homelessness through a Housing First (HF) approach”,• “To ensure coordination of resources and leveraging”, and• “To improve data collection and use”.

Eligible activities are organized into three activity areas:

• Housing First Readiness activities• Data Tracking & Monitoring, and Improvement of Data Collection and Use activities; and• Coordination of Resources and Leveraging activities.

While some activities are specific to the Housing First approach, preference will be given to applications which combine activities into one application, (e.g. activities which track both Housing First and non-Housing First clients).

Housing First Readiness

This activity area aims to develop the readiness among chronically and episodically homeless —serving organizations across Metro Vancouver to implement a regionally —coordinated approach to Housing First.

When delivering services under the HF approach, coordinating resources with partners is critical1. It is particularly important to coordinate resources for services that are ineligible for HPS funding (e.g. clinical services, which fall under provincial or territorial jurisdiction). In order to effectively support HF planning and successfully implement a local HF approach, Community Advisory Boards (CABs) and Community Entities (CEs) need to have a good understanding of the resources available in their community. Also, in communities where separate CABs are

1 Communities interested in implementing a system-focused plan to end homelessness may access the following link to consult lists of related resources to support their work: The Homeless Hub – A Systems Approach to Homelessness: http://www.homelesshub.ca/solutions/systems-approach-homelessness


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

responsible for HPS funding under the Designated Communities and Aboriginal Homelessness funding streams, these CABs need to work together to ensure that the local HF approach effectively supports homeless Aboriginal clients.

Eligible activities are:

• Determining the Housing First model (e.g. Consultation, coordination, planning and assessment such as application of the Housing First Fidelity tool)

• Identifying, integrating and improving services (including training on Housing First activities and functions, resource mapping, and approaches to serving Metro Vancouver’s chronically and episodically homeless population)

• Partnership development in support of a Housing First approach. This includes liaising and integration to bring together services to support the needs of Housing First clients or to establish case management teams where none exists PLEASE NOTE: networking or recognition of past efforts is not an eligible activity

• Working with the housing sector, including private and public local real estate and landlord associations to identify opportunities for and barriers to permanent housing (e.g. Establishing landlord relationships, mapping of current available assets).

Data Tracking and Monitoring, and Improvement of Data Collection and Use

These priorities aim to collect data, track and monitor capacity among organizations which serve Housing First clients (chronically or episodically homeless individuals), homeless individuals and families and those at imminent risk of homelessness across Metro Vancouver, and build capacity to do so.

Eligible activities are:

• Identifying the size and make-up of the entire homeless population, including coordination of shelter data to identify and measure chronic and episodic homelessness populations (e.g. technical support for data collection, activities intended to build partnerships for data collection and analysis)

• Tracking Housing First & non-Housing First clients• Point-in-time counts (the 2017 Triennial Metro Vancouver Homeless Count)• Community indicators (beyond the requirements for HPS)• Local research, information collection and sharing (including implementing and using

Homeless Individuals and Families Information System, or HIFIS)• Regionally - coordinated intake of Housing First clients among HPS Housing First –

funded agencies, and where possible other agencies• PLEASE NOTE: software development or purchase that inhibits participation in the

National Homelessness Information System initiative – NHIS – or duplicates activities offered through HIFIS is not eligible.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

Coordination of Resources and Leveraging

This priority aims to support an HF approach or a broader systematic approach to addressing homelessness in Metro Vancouver. Approaches must focus on coordination efforts that will ultimately benefit homeless individuals and families and/or those at imminent risk of homelessness.

The Homelessness Partnering Strategy (HPS) has defined coordination of resources as follows:

• Planning, developing partnerships and implementing solutions in support of a HF approach or a broader systematic approach to addressing homelessness, which includes activities to:

› identify, integrate and improve services on an ongoing basis;› work with the relevant sectors to identify barriers to permanent housing and

opportunities to address the barriers; and,› maximize all investments by coordinating funded activities to avoid duplication

and gaps, ensuring that funding is used strategically to maximize results.

Information on the resources available in the community helps to assess gaps in the homelessness serving system, better integrate available services, and maximize collaboration among partners. For example, if a community determines that a significant number of chronically and episodically homeless individuals have mental health issues, the community should be working with the Province or Municipality to ensure that these clients have access to the necessary services that address their needs.

These activities are eligible for both Housing First and non-Housing First-dedicated funding except consultation, coordination, planning and assessment (e.g. community planning).

Activities include:

• Determining a model in support of a broader systematic approach to addressing homelessness

• Identifying, integrating and improving services (including staff training on activities and functions in support of a broader systematic approach to addressing homelessness)

• Partnership development in support of a broader systematic approach to addressing homelessness (networking activities or recognition of past efforts is not an eligible activity)

• Working with the housing sector to identify opportunities for, and barriers to, permanent housing (e.g. establishing landlord relationships, mapping of current available assets) in support of a broader systematic approach to addressing homelessness

These activities apply only to non-Housing First-dedicated funding:

• Consultation, coordination, planning and assessment (e.g. community planning in support of the HPS Community Plan)


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

All applications for HPS funds of all application categories must demonstrate that their proposed activity fills a gap or addresses a need in the region. This helps HPS funds to be invested in filling gaps, avoid a duplication of efforts and that HPS investments complement ongoing work in the region. The same is applicable for eligible and prospective applicants for this application category. There are a number of recent regional homelessness initiatives (Housing First and non-Housing First) in Metro Vancouver which should be carefully considered in determining activities to propose for HPS funds. Eligible and prospective applicants are strongly advised to consult the Regional Initatives category page at http://www.metrovancouver.org/planning/homelessness/ and www.stophomelessness.ca for information on gaps an needs relating to the following HPS Community Plan priorities:

• Housing First Readiness• Data Tracking and Monitoring (Housing First)• Coordination of Resources and Leveraging (non-Housing First)• Improving Data Collection and Use (non-Housing First)

Regional Initiatives: Reference Material on Gaps & Needs

PLEASE NOTE

Preference will be given to proposals in this category that propose more than one of the regional initiatives within one application and/or propose more than one of the regional initiatives be delivered by one organization or set of partners working under one organization (e.g. Proposals which include Data Tracking activities and/or coordination activities that ultimately benefit

Housing First and non-Housing First populations).

All applications will be subject to a transparent and fair process of CAB review and recommendation, and CE decision, based on due diligence.

To apply for funds to implement one or more of the regional initiatives, applicants are strongly encouraged to register for the appropriate information session held between the August 11 - August 22, 2014 at [email protected] and applicants must download the HPS

Regional Initiatives Application Forms and Guide, including proposal criteria, available here:



METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

1.5.4 Support ServicesThis application category is specific to the HPS Community Plan priority:

“Improve the self-sufficiency of homeless individuals and families and those at imminent risk of homelessness through individualized services”.

This priority aims to serve homeless individuals and families or those at imminent risk of homelessness that are not being served by a Housing First approach. This may include connecting individuals and families to support services through case management. Eligible activities under this priority are:

• Housing placement (non-Housing First) which includes identifying and placing clients in suitable housing

• 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, as with all

support service activities)• Basic or urgent needs services

To apply for funds to implement support services, it is strongly encouraged to register for the appropriate information session between August 11 - August 22 2014 at [email protected] and applicants must download the HPS Support Services Application Forms and Guide, including proposal criteria, available here: http://www.metrovancouver.org/planning/homelessness/

1.5.5 Housing First Support ServicesHousing First toolkits available at: http://housingfirsttoolkit.ca. Local Housing First Introductory Workshops Available. Dates and registration

information available at: http://www.metrovancouver.org/planning/homelessness/)

PLEASE NOTE: while HPS Housing First approach and the Housing First Tool kit Housing First approach are the same, only some activities of the Housing First model are eligible for HPS funds.

This application category is specific to the service areas of the HPS Community Plan priority: “To reduce homelessness through a Housing First approach”.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

The service activities under this priority aim to prioritize chronically and episodically homeless clients for services delivered under a Housing First approach. This means that HPS Housing First funded agencies must comply with the five principles of Housing First:

1. Immediate access to permanent housing with no housing readiness requirements*2. Consumer choice and self-determination*3. Recovery orientation4. Individualized and client-driven supports5. Social and community integration

*HF clients must be willing to make permanent housing or housing that is not time-limited their goal, and regular visits by support staff, as often as weekly visits, to be eligible for HPS-funded Housing First services.

These principles of service may be achieved through collaboration with the region’s housing portfolio managers, medical service providers, and integrated through case managers. Eligible activities are limited to the following:

• Client intake & assessment, including coordinated intake management, client identification, intake and assessment, focusing on the chronically and episodically homeless populations (required of all HPS HF-funded projects)

• Connecting to and maintaining permanent housing, requiring the establishment of region-wide teams that implement the following activities:

› Facilitate access to housing, which includes:§Determining client’s preferences and needs for housing and type of supports;§Securing housing for clients by working with private and public local real

estate, landlord associations, etc. to identify available housing units; and§Providing time-limited emergency housing funding for Housing First

clients who have expended their first and last month’s rent provision under social assistance and other programs, including utility payments and emergency one-time rental deposits. The one time-limited emergency housing funding may include covering one-time costs for up to four months where the client is confirmed to be connected to provincial long term disability benefits or provincial housing supports. Conditions apply. See Housing First Application Guide and definition of Emergency Housing Funding in General Guide II.

› Set-up apartments for Housing First clients (one-time costs of insurance, damage deposit, first and last month’s rent, basic groceries and supplies at move-in, etc.) Where ministry social assistance or other programs offer clients first and last month’s rent or damage deposits, the ministry or other funding should be exhausted first before HPS funding is used for these purposes.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

› Furnish apartments for Housing First clients (furniture, dishes, etc.)› Repair damages to housing units caused by Housing First clients› Provide landlord-tenant services, which includes:

§Building and maintaining relationships with landlords; and§Providing landlord mediation and training on roles and responsibilities of

tenants and landlords› Re-housing (if required)

• Facilitate access to short-term interim housing for individuals who are chronically and episodically homeless until permanent housing is secured. This includes activities related to identifying interim housing and placement services.

• Accessing services through case management including the following activities:

› Coordination of a case management team› Project coordination on an ACT team› Connecting Housing First clients to clinical services, health services, treatment

services and an Assertive Community Treatment team through case management PLEASE NOTE: direct provision of health or medical services or medical components of ACT and ICM are ineligible

› Working with clients to set goals & monitoring progress› Housing support or tenancy experts› Peer support worker to help clients to empower themselves in addressing health

issues and progress towards self-sufficiency, including as part of ICM team› Support services to improve self-sufficiency of chronically and episodically

homeless individuals in the Housing First program, or, individuals permanently housed through a Housing First program with a history of chronic and episodic homelessness (either during the current HPS funding cycle or previously), through individualized services. This includes: §Culturally relevant responses to help Aboriginal clients§Connecting clients to education §Connecting clients to income supports§Connecting clients to employment (pre-employment support and

bridging to labour market)§Life skills development/basic skills training (e.g. budgeting, cooking, etc,) §Supports to improve clients’ social integration

• Tracking Housing First clients (required of all HPS HF-funded projects)

To comply with the Housing First service approach and be eligible for Housing First funds, applicants must demonstrate their capacity to navigate the system of health care and other supports to ensure clients are able to pursue all services that they may require.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

To support agencies to better interpret the five core principles for operationalizing the approach, Housing First Readiness workshops will be implemented in parallel with the CFP timeline, offering interested applicants opportunities to assess organizational needs and eligibility in successfully implementing Housing First. Further information regarding dates and registration is available here: http://www.metrovancouver.org/planning/homelessness/

Agencies awarded HPS Housing First funds will have access to training and support on client prioritization and tracking protocols, client case management and reporting software installation and training to strengthen alignment with the Housing First approach.

To pass the screening stage of Housing First proposals, applicants must meet the requirements of serving clients under a Housing First approach, and present an analysis and timeline to address any organizational challenges (for example, value alignment and staff responsibilities) in order to fully implement this approach as of March 31, 2015. All applications will be subject to CAB review and CE due diligence prior to funding decisions.

To apply for funds to implement Housing First support services, eligible and prospective applicants are strongly encouraged to register for the appropriate information session held between the August 11 - August 22 2014 at [email protected]. Eligible and prospective applicants are also encouraged to register and attend the Housing First Readiness workshops as per the details provided above. Applicants must download the HPS Housing First Support Services Application Forms, Guide and links to resources on the Housing First approach are available here: http://www.metrovancouver.org/planning/homelessness/

Documents explain minimum eligibility requirements, proposal evaluation criteria and guide to completing the respective forms.

1.5.6 Capital ProjectsThis application category is specific to the HPS Community Plan priority:

“Preserve or increase the capacity of facilities used to address the needs of people who are homeless or at imminent risk of homelessness”.

This priority aims to enhance or build transitional housing units, supportive housing units, non-residential facilities and enhance existing emergency shelter facilities. Construction or purchase of new emergency shelter facilities and affordable housing are not eligible for HPS funds. Preference is given to projects which will support a Housing First approach. Eligible activities include:


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

• Construction, renovation and purchase of transitional housing facilities, permanent supportive housing facilities and non-residential facilities (e.g. drop-in centres and multi-service centres)

• Purchase of furniture, equipment and/or vehicles• Renovation of emergency shelters

Renovation includes:

• Renovating an existing facility for upgrades and/or to meet building codes• Repurposing an existing property to create transitional housing and/or permanent

supportive housing• Expanding an existing facility

New construction includes:

• Purchase of a property for future new construction• Building a facility in an empty lot (e.g. foundations)• Tearing down an existing facility and building a new one

To apply for funds to implement a capital project, it is strongly encouraged to register for the appropriate information session held between August 11 - August 22 2014 at [email protected] and applicants must download the HPS Capital Application Forms, and Guide available here:


Documents explain minimum eligibility requirements, proposal evaluation criteria and guide to completing the respective forms.

1.6. Minimum Eligibility Requirements In addition to the eligible activities presented above, proposed projects will be screened based on the following mandatory eligibility requirements:

1. Document submission requirements: Application documents submitted are complete and submitted on time as per the CFP Application Guide instructions.

2. Eligible applicants: Not-for-profit organizations, individuals, municipal governments, for-profit enterprises, research organizations and institutes, public health and educational institutions, Band/tribal councils, and other Aboriginal organizations are eligible to receive HPS funding.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

For-profit enterprises are eligible for funding if the nature and intent of the activity is non-commercial, does not generate profit and is in line with HPS-eligible priorities and activities.

All eligible applicants must demonstrate sound financial management practices that respect the highest level of integrity. If an applicant’s financial management practices have been found to be irregular or faced issues of integrity in the last three years, either by a review, audit or investigation conducted by the federal government, provincial government or public body, the proposed activities may not be funded.

Joint submissions, partnerships and coalitions are encouraged and if awarded funding, require that a single party take responsibility for the contractual relationship with the GVRD-CE as set out in the Contribution Agreement. This arrangement must be defined in the Application Form and supported with partnership letters.

PLEASE NOTE: Preference will be given to Aboriginal organizations to deliver projects, where feasible, in cases where a project’s objectives and activities specifically target off-reserve Aboriginal people who are chronically homeless, episodically homeless, homeless or at imminent risk of homelessness.

3. Eligible HPS priorities: Project must be aligned with the eligible HPS priorities described in section 1.5, above.

4. Eligible activities: Proposed activities must meet the eligible priorities set out in section 1.5 above.

5. Eligible geographic region: Project must take place within the Metro Vancouver region within municipalities and districts indicated in the map below with the addition of Bowen Island.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

6. Matching contributions: HPS funds are not intended as core funding for any program or organization. Proposals must have matching in-kind and/or cash contributions at a 1:1 ratio of the requested HPS amount. These funds must be confirmed and therefore require that supporting documentation submitted with the application. Letters from external sources should include a contact name, number, dollar amount/value and what is being provided. Internal in-kind contributions should be supported with agency documents (such as financial statements with the in-kind portion for HPS highlighted). 1:1 matching contributions may come from outside or within the organization, but must all be directly applicable to the project proposed for HPS funds.

Examples of matching in-kind contributions include any of the following: organizational office space and meeting room space, organizational administration, volunteers including volunteer boards, laptops, computers, software, professional licenses or association memberships.

Limitations:• Other HPS funding streams excluded: Funds from other HPS streams, such as the

Aboriginal Homelessness stream, are not considered matching funds under the HPS Terms and Conditions.

• “Stacking” not permitted: HPS funds may not be proposed for, or invested in, activities that are already funded by another funding source, otherwise referred to as “stacking”. See section 6.0 of the HPS Terms and Conditions. All matching contributions and the activities they fund must be verified by the support letter in the template provided in Appendix A of this guide.

In case of any questions, applicants are recommended to be in touch with the CFP contact provided in this document.

7. Indebtedness to Canada: For applicants owing a debt to Canada, the debt must be disclosed and a debt repayment plan provided.

8. Union concurrence: If applicable, include a union concurrence letter.

9. Sustainability: HPS considers projects sustainable when either the project activities or benefits achieved as a result of the project activities continue after the HPS funding has ended. Proposals must submit a sustainability plan upon submission demonstrating that the proposed project will be sustainable once the HPS Contribution Agreement ends. This includes the provision of partnership letters detailing relevant partnership arrangements, and in the case of capital projects, a five year operational budget presenting revenues and expenses for the five years following the end of the proposed capital project. Further information about sustainability plans and the criteria used to assess them is provided in the specific Application Guides for each application category.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

For Housing First services: For Housing First services, HPS considers sustainability at the program and client levels. Sustainability plans for Housing First services must demonstrate how Housing First clients will successfully move to mainstream or other services not funded by HPS, or how plans will be established to transition all existing HPS Housing First clients to services that will continue after HPS funding has ended. More information is provided in the HPS Housing First Application Guide.

10. Project Completion: For the purposes of this CFP, the HPS-funded portion of the proposed project must be completed by September 30, 2016.

1.7. Ineligible Project Activities and CostsThe following activities and costs are not eligible for HPS funding:

Housing First Dedicated Funding

• Building or purchasing new facilities• Repurposing existing facilities• Activities which do not serve Housing First clients or serve individuals who are not

chronically or episodically homeless• Core functions of an Assertive Community Treatment (ACT) team (e.g. provision of

direct medical/clinical services to clients)• Medial components of an Intensive Case Management (ICM) team• Placement of Housing First clients in interim housing for more than four months• Placement of Housing First clients in transitional housing • Provision of basic or urgent needs services

Under all activities and Homelessness Partnering Strategy funding streams

• Building, renovating or repurposing facilities for Affordable housing• New construction or purchase of facilities for emergency shelters (except under

the HPS Rural and Remote Homelessness funding stream and non-designated communities receiving funding under the Aboriginal Homelessness funding stream)

• Emergency housing funding (e.g. rent subsidies, housing allowances) when the client is supported by existing provincial/territorial and municipal rent subsidies programs, or when the client is employed

• Assistance with regular cleaning and general maintenance of a client’s housing• Direct income support to individuals who are homeless, at risk or at imminent risk of

homelessness• Provision of general health and medical services (e.g. doctors, nurses and other

medical professional salaries), mental health or addictions support services (e.g. counseling, treatment and hospitalization)

• Harm reduction and related activities


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

› Any costs related to the direct delivery of a harm reduction approach and related activities

› Purchase, storage, distribution, provision and/or supervised use of material and/or supplies in support of harm reduction (e.g. needles, alcohol, drugs, substitutes, etc.)

• Daycare• Advocacy and lobbying activities towards elected representatives on questions related

to homelessness and public awareness activities• Public Education (e.g. education tuition, teaching salary)• Activities and supports taking place on-reserve;• Software development and/or the purchase of hardware for the collection and/or

management of homelessness data that results in an inability to participate in the National Homelessness Information System initiative (NHIS); and that constitutes a redundant use of funds and duplicates activities already offered through the Homeless Individuals and Families Information System (HIFIS) software. For example: purchasing alternative software that performs similar functions to the HIFIS software

1.8. Eligible CostsHPS funds may be proposed for the costs listed below. Please note, some limitations apply under the specific funding categories. Applicants are advised to consult the category – specific Application Guides for further details.

1. “Direct Project Costs” Costs and related fees necessary to deliver the project outcomes. Administrative costs that would be necessary but not directly delivering the project outcomes may be listed under category 2: “Administrative costs”. This eligible cost is sub-divided into the five categories:

A. “Staff Wages/Salaries” includes wages and salaries paid to direct project staff directly delivering project outcomes. In addition, Mandatory Employment Related Costs (MERCs) can be included. MERCs refer to payments an employer is required by law to make in respect of its employees such as EI and CPP/QPP premiums, workers’ compensation premiums, vacation pay and Employer Health Tax. Benefits refer to payments an employer is required to make in respect of its employees by virtue of company policy or a collective agreement. Examples of Benefits include contributions to a group pension plan or premiums towards a group insurance plan. The maximum amount allowable for MERCs and Benefits per employee is 22.5% of the total salary. Requests for increases are reviewed on a case by case basis.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

B. “Client-Specific Costs” from client participation in a proposed project (funds received cannot be re-distributed to clients);

a. Client emergency assistance/Emergency Housing Funding (Housing First only, under certain conditions):

i. Support Service (Non-Housing) First Projects: Housing loss prevention, urgent needs. See “HPS Program Definitions” General Guide II. utility payments, emergency one-time rental deposits, and landlord/tenant mediation. This also includes helping people move to more appropriate housing when needed.

ii. Housing First projects only: Emergency Housing Funding. See “HPS Program Definitions” General Guide II. Reasonable funding to help a client pay rent and cover housing costs for up to four months while awaiting connection to long-term provincial supports. One-time costs of Emergency rent and utilities payments made to the property owner or utility companies (these payments are not to be disbursed directly to individuals); Subject to limitations: at the end of the period, client must be connected to long-term housing through provincial supports. Clients ineligible for provincial supports or not connected to long term provincial supports would not be served by this cost category, nor Agreement holders reimbursed for associated costs. Further conditions apply. See Housing First Application Guide.

b. Training: Participant fees for attending general skill-building, pre-employment support and self-sufficiency related training in support of clients to achieve project outcomes.

c. Materials and supplies: Materials, supplies, books and testing materials to be used by clients and/or for clients in achieving project outcomes. (Special cost eligibilities apply for Housing First projects. See Housing First Application Guide.)

d. Materials and supplies apartment set-up costs: Housing First only: eligible costs associated with set-up of client housing unit when moving in, other than living costs defined in “f – Client living costs”

e. Client travel: & transportation: travel costs that are associated with clients attending appointments, attending courses, that are in support of the client achieving their own goals.

f. Client living expenses: basic or urgent needs, exclusive of costs applicable to other categories. Under Housing First, some costs are applicable at the time a client moves into permanent housing. See category specific application guides.

g. Dependent care: costs for care of dependents of the client while client participates in activities proposed for HPS funds.


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

C. “Professional Fees” costs of contracting services where contracts are valued at $25,000 or higher and require a competitive process to recruit professionals to deliver the service. The service must directly deliver outcomes of the proposed project. For example a facilitator for delivering life skills training for clients. Services which would otherwise be required for the project but do not directly deliver project outcomes (bookkeeping, audits, etc.) may not be included here. It may be included under category 2B: Administration Services.

D. “Other Direct Project Costs” costs other than professional fees, participant costs, staff wages and benefits that directly deliver the project outcomes. This includes:

a. Project location: rent, lease, repairs and leasehold improvements, including for premises that the applicant may own. This cost category is applicable only to the physical location(s) from where project outcomes are delivered, if any. The same costs for the location or physical space where management or administrative services necessary for the project, but not directly delivering project outcomes, may be proposed under category 2C: Administration Infrastructure.

b. Professional development: for project staff, including staff training for staff directly delivering project outcomes where training will affect project outcomes. Training or professional development related to management, administration or not directly affecting staff delivery of project outcomes may not be included here, and may be proposed under category 2B: Administration Services.

c. Contracting: Where the applicant proposes to deliver project outcomes through individuals engaged through a contract of less than $25,000, per contract, and is not staff employed by the applicant. Services provided must directly deliver project outcomes. Where contracts of less than $25,000 is required for the project but does not directly deliver outcomes, it may not be proposed in this category. If the service is administrative in nature, it may be proposed under category 2B: Administration Services. (procurement requirements to be determined upon negotiation)

d. Materials and office supplies: other materials and office supplies that are necessary to deliver project outcomes.

e. Equipment: rent, lease or purchase of equipment valued at less than $1000 per item, that are required to deliver project outcomes. This includes applicant-owned equipment.

f. Technology: computer software and other information technology requirements to deliver project outcomes (other than internet or phone, which may be proposed elsewhere). Software may not inhibit reporting to the Homelessness Electronic Information Reporting Network (HERIN) or the Homeless Individuals and Families Information System (HIFIS).


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

g. Travel: staff, consultant and volunteer travel as required to deliver project outcomes. This may include travel costs for a case manager to accompany clients to appointments that support the client to achieve their own goals, or travel costs of case managers to provide support services at the home of a client. Travel that is related to staff that are not directly delivering project outcomes may not be included here. It may be proposed under category 2B: Administration Services, if it is necessary for the management or administration of the project

h. Printing: printing fees as required to deliver project outcomes. Printing that is not specifically delivering project outcomes but necessary for the administration of the project must not be included here, but may be proposed under category 2B: Administration Services.

i. Internet & telephone: monthly fees for use of telephone and internet necessary for the delivery of project outcomes. Fees for the management or administration of the project must be excluded here, and may be proposed under 2B: Administration Services.

j. Postage & courier fees: as required to deliver the project outcomes. k. Membership fees: memberships, individual or organizational, affiliation fees,

business licences and permits required to deliver project outcomes. l. Advertising: signage, advertising in newspapers, magazines, costs of designing

and distributing brochures that are required to deliver project outcomes. m. Conferences: attendance fees and costs of direct project staff attend necessary

for the delivery of project outcomes. n. Furniture: furniture under $1000 per item that is necessary to deliver project

outcomes. o. Reference materials: books, or similar knowledge resources necessary to

deliver project outcomes. p. Transition/wind-down costs: costs such as early termination of a lease, that are

incurred leading up to the end of the HPS Contribution Agreement such that the end of the agreement does not result in an increase in homelessness. For example,

q. Utilities: at the location where project outcomes are delivered, if applicable, costs of utilities (hydro, gas, etc.) may be proposed here.

E. “Capital Assets”

Support service, Housing First support service, and regional initiative projects: over $1,000 per item, excluding taxes, with the exception of Facilities. Under the HPS, this includes computers, furniture, appliances, and fixtures for the facilities used to carry out project activities. PLEASE NOTE: The maximum amount for capital assets in support service and


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

regional initiative projects is $5,000, excluding taxes, per project. For support services, requests to exceed this limit will be considered on a case by case basis and only under exceptional circumstances where increase would result in a significant increase in the number of clients and outcomes achieved. A limit is not applicable to Housing First support service project applications.

2. “Administrative Project Costs” costs and related fees of activities such as accounting, auditing, legal arrangements, and office-related costs which are necessary to administrate or manage the project, but not directly delivering the outcomes of the project nor the costs of directly serving clients. These costs would be proposed for HPS funds in proportion with the HPS–funded activities with the overall activities of the applicant. This category is subdivided into the following categories:

A. “Staff Wages/Salaries” includes an appropriate proportion of the wages and salaries paid to project staff not directly delivering project outcomes, but necessary for the delivery of the project. In addition, Mandatory Employment Related Costs (MERCs) can be included. MERCs refer to payments an employer is required by law to make in respect of its employees such as EI and CPP/QPP premiums, workers’ compensation premiums, vacation pay and Employer Health Tax. Benefits refer to payments an employer is required to make in respect of its employees by virtue of company policy or a collective agreement. Examples of Benefits include contributions to a group pension plan or premiums towards a group insurance plan. The maximum amount allowable for MERCs and Benefits per employee is 22.5% of the total salary. Requests for increases are reviewed on a case by case basis.

B. “Administration Services” costs and related fees of accounting, auditing, legal arrangements, and human resource related activities necessary to implement HPS eligible activities, but not directly delivering the project outcomes. This includes audit fees, bank fees, contracting, legal fees, management and administration staff wages for staff not directly delivering project outcomes, professional development for management and administrative staff, project staff and volunteer travel not to deliver project outcomes but required for management and administration of the project.

a. Professional Fees: audit and/or legal fees necessary to administrate the project, where contracts are $25,000 or higher per contract and recruited through a competitive process

b. Professional development: for management and administrative staff listed in 2A of this form

c. Contracting: for services less than $25,000 per contract, where contracts are necessary for the administration of the project (procurement requirements to be determined upon negotiation)


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

d. Technology: information and technology maintenance for equipment necessary for administration of the project (not internet or phone)

e. Travel: staff and volunteer travel necessary for the administration of the projectf. Printing: operational printing contracted externally necessary for the

administration of the projectg. Internet & telephone: basic telephone fees (including fax lines) and monthly

internet fees necessary to administrate the projecth. Postage & courier fees: As required to administrate the project i. Insurance: fire, theft or liability necessary to administrate the projectj. bank fees for the project, or an appropriate portion of the organizational bank fees

C. “Administration Infrastructure” costs or expenses incurred for services rendered to the applicant for maintaining and operating a physical space and equipment to enable implementation of HPS eligible activities. These include costs such as rental or lease of office space, repairs and leasehold improvements, office equipment repair and maintenance, and materials and supplies necessary for the administration of the project.

3. “Capital Assets” Capital projects only: includes but is not limited to pre-development costs development costs,: purchase of property for building a facility or purchase of buildings for enhancement or construction of new transitional housing units, supportive housing units, non-residential facilities or enhancement to existing emergency shelter facilities. Purchase of facilities for emergency shelters is not eligible. Also included, as part of larger capital projects only: the purchase of furniture, equipment or vehicles for facilities affected by capital activities. Proposals must demonstrate a minimum of $50,000 of HPS required for the activities, excluding taxes, including facilities. Purchase of furniture, equipment or vehicles are not eligible as standalone activities.

4. “Facilities” Capital projects only: includes but is not limited to pre-development costs: land/building purchase, demolition or pre-development servicing costs, development costs, new construction, renovating, expanding, or repurposing of supportive housing, transitional housing facilities, and non-residential facilities (e.g. drop-in centres and multi-service centres). Also included is the cost of renovating or expanding existing emergency shelter facilities (new construction or purchase of emergency shelters is not eligible). Please note: “Facilities” will only be considered in capital project proposals. Proposals must demonstrate a minimum of $50,000 of HPS funds required for the activities, excluding taxes.

Specific requirements with regards to the eligible expenditure categories listed above, including for expenditures related to capital projects, are included in program directives and guidelines as set by ESDC. In all cases, periodic results reports will be required of all projects awarded HPS


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

funds.

In Form 2B.1 Budget Negotiation Notes, applicants must provide detailed description of each proposed cost, with breakdown of unit cost or unit rates, and number of units per week/month, with the total for the project period, and proportion charged to HPS vs. non-HPS sources. Please identify which items are GST receivable/rebatable. Please do not include the rebateable portion in your calculations below as this is not eligible.

Proposed travel costs must be consistent with rates set out in the National Joint Council of Canada’s Travel Directive, available at this link http://www.njc-cnm.gc.ca/doc.php?sid=3&lang=eng. This applies to all travel costs, for example project staff and volunteers and contracted professionals, and those included in the professional fees expenditure category.

1.9. Evaluation Process All applications received will be considered only through the competitive process outlined below.

After being screened for the minimal criteria, the RSCH-CAB will review all proposals received and make recommendations for funding. GVRD-CE staff will then complete due diligence on all recommended proposals and as a result of that process make final funding decisions on all applications, reporting all decisions to the Metro Vancouver Housing Committee of the GVRD Board. Any or all submissions will not necessarily be accepted. Every effort will be made to ensure that applicants receive timely notification of the outcomes of the review of their projects.

1.9.1 Review Process SummaryThe review process will be divided into three steps:

a) determine whether the submission is eligible for funding according to the minimum proposal criteria described in Section 1.6 (including eligible activities, HPS Terms and Conditions, geographical boundaries, and project period)

b) determine whether the submission is complete as per the submission guidelines, andc) evaluation by the RSCH-CAB HPS Call for Proposals Advisory Group for each eligible

submission.

The RSCH-CAB’s Call for Proposals Advisory Group will review each submission according to the evaluation criteria listed in each of the respective Application Guides for each application category. This review will take into account the HPS Community Plan and availability of funds allocated for this funding period. Submissions that receive the endorsement of the RSCH-CAB will be forwarded to VCF-HPS staff for a due diligence review. The CE then makes final decisions based on the outcome of that process and those decisions are reported to the Metro Vancouver Housing


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

Committee of the GVRD Board. In all cases, applicants will be advised by the RSCH whether their submission was recommended for funding or not

In direct consultation with VCF HPS staff, project proponents will be requested to verify all proposal information, and to confirm the eligible project activity, eligible project costs, performance measurements, and funding mechanisms required to complete a contribution agreement. If approved for funding by the GVRD, contribution agreements will be signed between the GVRD and successful applicants.

2014 Metro Vancouver HPS Designated Stream CFP Timeline

NOVEMBER 2014OCTOBER 2014 DECEMBER 2014SEPTEMBER 5

Deadline for applications

RSCH Recommendation

and start of negotiation with recommended

projects

Conclusion of negotiation

and CE funding decision

Contribution Agreements

signed

1.9.2 Conflict of Interest and RolesKnowingly acting and/or persisting in a conflict of interest is unethical. In order to ensure that a fair and equitable process for reviewing and recommending projects is in place, all parties that could influence the acceptance or rejection of a proposal must disclose any potential for a conflict of interest. This includes:

1. Members of the Greater Vancouver Regional Steering Committee on Homelessness;2. Employees of the GVRD; and3. Employees of VCF.

A conflict of Interest can be defined as:

“A situation in which a person, such as a public official, an employee, or a professional, has


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

a private or personal interest sufficient to appear to influence the objective exercise of his or her official duties.”

In regards to conflict of interest, the obligations of the Greater Vancouver Regional Steering Committee on Homelessness members are as follows:

1. To act in the best interest of ALL homeless people in the community irrespective of a particular organization or segment of the homeless population;

2. To seek advice and guidance from the Community Entity should the identified conflict of interest pose a significant risk to the integrity of the Call for Proposals process;

3. To declare any real, perceived or potential conflict of interest to the RSCH as a whole, with respect to a direct or indirect connection to a proposal submission before the RSCH.

In regards to conflict of interest, the obligation of the GVRD and VCF employees is solely to provide advice, guidance and perform due diligence as per HPS terms, conditions and related policies.

Important MILESTONES in this Call for Proposals process are as follows:

MILESTONE DATE(S)

Call for Proposals posted JUL. 22, 2014

Information Session (strongly recommended) AUG. 11 — AUG. 22 2014

Deadline for submission of proposals SEP. 5, 2014 4:00 pm DEADLINE:

Review of proposals and recommendations OCT. 2014

Notification to proponents of funding recommendations OCT. 2014

Due diligence on recommended proposals NOV. 2014

Negotiating and signing of contribution agreements NOV. 2014

Implementation of approved projects JAN. 1, 2015 — SEP. 30, 2016


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

1.10. Proposal Evaluation Criteria & Scoring

Each application category features distinct proposal criteria. They are presented in the Application Guides specific to each application category.

1.11. Application PackageA full application package comprising an Application Form, Budget Negotiation Notes, Application Guide, as well as the Notice of Call for Proposals can be downloaded at www.metrovancouver.org/planning/homelessness.

GVRD as the Community Entity for the Metro Vancouver region encourages members of both official language communities to participate in the application for funding.

PROPOSAL DOCUMENT SUBMISSION REQUIREMENTS (for proposal criteria see Specific Application Guides for each application category.)

Applications MUST be submitted on the Application Forms provided for the respective application category (support services, Housing First support services, capital projects, or regional initiatives). Applications submitted on any other form will NOT be accepted.

• All applicants MUST submit an electronic application AND a printed application.• Print applications must be sent by courier and postmarked no later than

September 5, 2014.• Print applications delivered in person must be dated and received no later than

4:00 p.m., September 5, 2014.• Print applications MUST include completed and signed Form 2A, completed and

signed Form 2B.1 and additional documents listed in the respective Application Guides for the respective application categories.

• Electronic form submission, as per the requirements specified in the respective Application Guides must be received by Vancity Community Foundation HPS staff no later than 4:00 p.m., September 5, 2014.

• Forms 2A and 2B must be submitted electronically in Microsoft Word and Excel formats (as well as in hard copy). In the case of capital project applications, form 2B.2 Five Year Operational Plan must also be submitted.

• All e-mailed applications MUST have the subject line listed below dependent on category of application, and sent to the appropriate e-mail address indicated below:


METRO VANCOUVER


JULY 22

2014GENERAL GUIDE I

SUBJECT LINE EMAIL ADDRESS

HPS Capital Application Submission [email protected]

HPS Service Application Submission [email protected]

HPS HF Application Submission [email protected]

HPS Regional Submission [email protected]

• Applicants may submit proposals for more than one application category• Each proposal must be submitted as a stand-alone proposal within the application

category (not combining activities from different categories into one proposal)• Only one application per email• Faxed applications will not be considered.

All hard copy applications to be sent by courier no later than Deadline: SEPTEMBER 5, 2014 4:00 PM TO:

VANCITY COMMUNITY FOUNDATION 810-815 WEST HASTINGS ST.VANCOUVER, BC V6C 1B4

Attention: Lisa Ross HPS Capital Application, Service Application, HF Application or Regional Application as applicable to your application category.

APPLICATIONS SUBMITTED AFTER THESE DEADLINES WILL NOT BE CONSIDERED.

1.11.1 Application Document SubmissionThe following is a summary of the attachments that must accompany your application. A complete submission checklist is provided in Appendix of the respective Application Guides for each application category.

1. For non-capital projects; Form 2A (submitted in Word electronically and followed with signed hard copies) & Form 2B.1 Budget Negotiation Notes (submitted in Excel format electronically and hard copy);

2. For Capital projects, Form 2A submitted in Word, Form 2B.1 Capital Project Budget and Form 2B.2 Five Year Operating Budget submitted in Excel (followed with signed hard copies)

2014 • 2019 Homelessness Partnering Strategy2014 • 2016 HPS Open Call