policies and procedures manual 2016 local continuum of...

SANTA CRUZ COUNTY HOMELESS ACTION PARTNERSHIP

PoliciesandProceduresManual

2016LocalContinuumofCareProjectEvaluation&ApplicationProcess

RequirementsRatingCriteriaTimelineInstructions

PreparedbyHomelessActionPartnershipStaff

UpdatedJuly2016

HAP2016LocalProjectEvaluationandApplicationPoliciesandProceduresJuly2016 2

TableofContents

OVERVIEWOFTHEHUDCOCNOFAANDCoCINTERIMRULEREQUIREMENTS ............................ 3Introduction ................................................................................................................................ 3FundingAvailableandTieredFundingApproach ....................................................................... 3Highlightsofthe2016CoCNOFA ............................................................................................... 4KeyChangesFromLastYear’sNOFA .......................................................................................... 5HUD’sHomelessPolicy&ProgramPriorities ............................................................................. 5WhocanbeServed ..................................................................................................................... 6EligibleProjectApplicants ........................................................................................................... 8EligibleCoCProgramComponents ............................................................................................. 8EligibleCostTypes ....................................................................................................................... 9CoCRenewalFunding ............................................................................................................... 11EligibleNewProjectTypes ........................................................................................................ 12MoreAboutthePermanentHousingBonus ............................................................................ 14NewProjectsFundingThroughReallocation ............................................................................ 15AdditionalNewProjectDesignandImplementationIssues .................................................... 16MatchRequirements ................................................................................................................ 17Leverage .................................................................................................................................... 18ElectronicApplication(e-snaps) ............................................................................................... 18UseofEnergyStar ..................................................................................................................... 19LOCALSANTACRUZ2016CoCPROJECTEVALUATIONPROCESS ............................................. 20RoleoftheSantaCruzHomelessActionPartnership(HAP) ..................................................... 20TypesofProjectsEncouraged ................................................................................................... 20NoticeRegardingPotentialReallocationofFunds ................................................................... 21EncouragementofVoluntaryReallocationofTransitionalHousingtoPermanentSupportiveHousingorRapidRehousing ..................................................................................................... 21EncouragementofNewApplicantsandTechnicalAssistanceforApplicants .......................... 21BasicLocalEvaluationProcessSteps,LocalDeadlines,DecisionMinutes,NoticetoApplicants,andWebsitePostingofPriorityListings ................................................................................... 21HAPBoardRatingandRankingandPubliclyAnnouncedObjectiveCriteria ............................ 22DeadlinesandProposalRequirements ..................................................................................... 22On-CallTechnicalAssistance:NewandExistingApplicants ..................................................... 23ResourceInformation ............................................................................................................... 23

ATTACHMENTS .............................................................................................................................. 24LocalCoCProcessTimeline ....................................................................................................... 24LocalObjectiveProjectRatingandScoringCriteria–100PointsPossible .............................. 25LocalEvaluation/ApplicationInstructionsandChecklist .......................................................... 30


OVERVIEWOFTHEHUDCOCNOFAANDCoCINTERIMRULEREQUIREMENTS

IntroductionThepurposeoftheContinuumofCare(CoC)programistopromotecommunitywidecommitmenttothegoalofendinghomelessness;providefundingforeffortsbynonprofitproviders,andStateandlocalgovernmentstoquicklyrehousehomelessindividualsandfamilieswhileminimizingthetraumaanddislocationcausedtohomelessindividuals,families,andcommunitiesbyhomelessness;promoteaccesstoandeffectiveutilizationofmainstreamprogramsbyhomelessindividualsandfamilies;andoptimizeself-sufficiencyamongindividualsandfamiliesexperiencinghomelessness.EachyeartheU.S.DepartmentofHousingandUrbanDevelopment(HUD)releasesaNoticeofFundingAvailability(NOFA),signifyingthebeginningofafundingcompetitionamongapproximately450ContinuumsofCare(CoC),thecommunitystakeholdergroupsthatguidelocalresponsestohomelessness.The2016CoCNOFAwasreleasedonJune29,2016,openingthecompetitionmakingavailableapproximately$1.9billiontoservehomelesspeoplenationally.TheinformationintheNOFAsetsforththecompetitionrulesandprocessesfor2016.ThissummaryincludesthehighlightsoftheNOFA;additionalinformationwillbesharedasitismadeavailablebyHUD.BeforetheapplicationissubmittedtoHUD,ourCoC,theHomelessActionPartnership(HAP),isrequiredtoholdalocalcompetitiontodeterminewhichprojectswillbeincludedintheconsolidatedapplication,alongwiththeirrelativepriority.TheresultsofthelocalcompetitiondictateforwhichprojectstheCoCwillseekfunding.AdditionalinformationaboutprojectapplicationrequirementsandstandardswillbeavailableattheupcomingApplicantTechnicalAssistanceSession.ForfurtherinformationabouttheCoCNoticeofFundingAvailable(NOFA),theCoCInterimRule,andHUD’sCoConlineapplicationsystem(callede-snaps)goto:https://www.hudexchange.info/resource/5068/fy-2016-coc-program-nofa/.

FundingAvailableandTieredFundingApproach$1,953,273istheestimatedmaximumpossibletotalforSantaCruzCountyprojects.Thisincludes:

• $1,808,587isourAnnualRenewalDemand(ARD,theamountneededforone-yearrenewalofallexpiringCoCgrantsorreallocationtopermanentsupportivehousing(PSH),rapidrehousing(RRH),coordinatedentry,orhomelessmanagementinformationsystem(HMIS)projects(detailsbelow).

• $90,429isourtotalpossibleamountforbonusprojects.Eligibletypesofbonusprojects:PSHforchronicallyhomelessindividualsandfamiliesandRRHforindividuals,families,andunaccompaniedyouthfromthestreets,shelters,orfleeingdomesticviolence.

• $54,257foroneCoCplanningproject(notcompetitivelyrankedthisyear).In2016,fundsareNOTavailablefor:

• Emergencyshelter• Homelessnesspreventionprojects• Newtransitionalhousing• Newsupportiveserviceonlyprojects(exceptcoordinatedentry).


Tiering:HUDrequiresCoCstorankallprojectsintwotiers,whicharefinancialthresholds.Tier1ishigheramountthanlastyear–93%oftheCoC’sHUD-approvedARD.Tier2istheremaining7%ofARDplusapprovedbonusprojects,asfollows:

• $1,681,986isourexpectedTier1amount(93%ofARD).• $217,030isourexpectedTier2amount(7%ofARD—$126,601—plusexpectedbonusamount—

$90,429).ThepurposeofthistieringistoallowCoCstoclearlyindicatetoHUDwhichprojectsareofhighestpriorityforlimited2016CoCfunding.HUDwillselectCoCplanningprojectsandTier1projectsbeforeitselectsTier2projects.CoCplanninggrantsandTier1projectsarealmostcertaintobefundedaslongastheymeetHUDeligibilityandthresholdrequirements.Tier2projects,ontheotherhand,aresubjecttoanationalcompetition,andarelesslikelytobefunded,sincethereisinsufficientfundingnationallyforallTier2project.SeebelowforfurtherinformationabouttheTier2competition.ProjectsStraddlingTiers1&2:Foranyprojectsthatstraddlethetwotiers,theprocessforfundingthemisthesameaslastyear.TheTier1portionwillbefundedinaccordancewithTier1processesandtheTier2portionwillbefundedinaccordancewithTier2processes.HUDmayawardprojectfundsforjusttheTier1portion,providedtheprojectisstillfeasiblewiththereducedfunding(e.g.,isabletocontinueservinghomelessprogramparticipantseffectively).

Highlightsofthe2016CoCNOFA

• TheCoCapplicationissimilartolastyear’s,focusingheavilyonHMISandotherdata,usingsystemlevelperformancemeasures.Again,theNOFAandscoringcriteriaareveryfocusedonHUD’spolicypriorities,includingmakingstrongprogressonendingchronic,veteran,youth,andfamilyhomelessnessandimplementingHousingFirstsystem-wide.

• ThisyearthePermanentHousingBonusissmaller(5%ofARDcomparedto15%lastyear),butaswithlastyear,isavailabletocreatemultipleprojectsandcanbeusedforeithernew:

o Permanentsupportivehousingprojectsthatwillserve100%chronicallyhomelessindividualsandfamilies,or

o Rapidre-housingprojectsthatwillserveindividualsandfamiliescomingdirectlyfromthestreets,emergencyshelters,orarefleeingdomesticviolenceorotherpersonswhomeetthecriteriaofparagraph4ofthedefinitionofhomeless.

• Asinpastyears,thefundingthatCoCscanapplyforisdividedintotiers,withprojectsprioritizedinTier1beingmorelikelytobefundedthanprojectsoflowerprioritythatfallintoTier2.Tier1isbiggerthanlastyear(upfrom85%to93%ofARD),somoreprojectscanbeprotected.

• Asdetailedfurtherbelow,projectsinTier2willbeselectedbasedona100-pointscale:o TheoverallCoCscore(upto50points),o Theproject’srankingorder(upto35points),o Theprojecttype(upto5points),ando HousingFirstimplementation(upto10points).

Thefactorweightinghaschangedfromlastyear,withanincreasedemphasisonlocalranking.• CoCsareexpectedtocriticallyevaluateprojectsforrankingpurposes.• Tier2willbeequalto7%ofannualrenewaldemandplusPermanentHousingBonusamount

(lastyearitwasequalto15%ofannualrenewaldemandplusPermanentHousingBonusamount).


• Bonusprojectswillberankedandreviewedinthesamewayasotherprojects.

KeyChangesFromLastYear’sNOFAWhilethe2015CoCNOFAandthe2016CoCNOFAaresimilarinformandcontent,therearesomechanges,highlightedinthissection.

• TheFY2016AppropriationsActrequiresthatforthisNOFA:o CoCscannotreceivegrantsfornewprojects,otherthanthroughreallocation,unlessthe

CoCcompetitivelyranksprojectsbasedonhowtheyimprovesystemperformance.o HUDmustbaseanincreasingshareoftheCoCscoreonperformancecriteria.o HUDmustprioritizefundingforCoCsthathavedemonstratedtheabilitytoreallocate

resourcestohigherperformingprojects.• InaccordancewiththeAppropriationsAct,theNOFAhasafewchangesinscoringtotheCoC

application,withincreasedfocusonreviewandrankprocessesandtwonewscoringfactors:o Reallocation(4points),o SystemPerformanceMeasurereporting(10points),ando Afewotherschangedabit.

• Asnotedabove,Tier2scoringwasreconfiguredtoputlessweightonCoCscoreandprojecttypeandmoreweightonrankedorderwithinTier2.

• Newthisyear,HUDwillprovideadebriefingtoarequestingapplicantafterawardsareannounced.DetailscanbefoundintheNOFA.

• NewpermanenthousingprojectswillbeevaluatedusingthesamecriteriaregardlessofwhethertheCoChasidentifiedthemasbonusorreallocationprojects.HUDmayreclassifypermanenthousingprojectsifwarranted.

• Programincomemaybeusedasasourceofmatch.• TheNOFAincludedanotethatHUDencouragesallapplicantstoensurepublicdecision-making

andmeaningfulparticipationbyresidentsofaffectedareasandcommunitiestraditionallymarginalizedfromplanning.ApplicantsshouldensurecompliancewithallrelevantlawsrelatedtodisabilityorlimitedEnglishproficiency.

HUD’sHomelessPolicy&ProgramPrioritiesCoCsandProjectApplicationswillbeevaluatedbasedontheextenttowhichtheyfurtherHUD’spolicypriorities.AlignedwithOpeningDoors:TheFederalStrategicPlantoPreventandEndHomelessness,thepolicyprioritiessetforthintheNOFAare:1.CreatingaSystemicResponsetoHomelessnessbydevelopingsystemicsupportsthatassurehomelessassistanceiswellcoordinated,wellmanaged,inclusive,transparent,andachievespositiveoutcomes,by:

• Measuringsystemperformance• Creatinganeffectivecoordinatedentrysystem• Promotingparticipantchoice• Planningasasystem• Makingthedeliveryofhomelessassistancemoreopen,inclusive,andtransparent.

2.StrategicResourceAllocationbasedonperformanceevaluationanddataofallresources,including:


• Comprehensivereviewofprojects&reallocationwhenitwouldreducehomelessness• Maximizingtheuseofmainstreamresources• Leveragingresourcesthroughpartnerships(PHAs,philanthropy,etc.)• Reviewingtheefficacyoftransitionalhousing• Administeringprogramsinthemostintegratedsettingappropriateforindividualswith

disabilities(addedsinceCoCRegistrationNotice).3.EndingChronicHomelessnessby:

• Targetingpermanentsupportivehousingbedstochronicallyhomelesspeoplebyprioritizingforentrywithineachproject’sstructureconsistentwithNoticeCPD14-012

• Increasingunitsforchronicallyhomelesspeople• Improvingoutreach.

4.EndingFamilyHomelessnessby:

• Ensuringaccesstohousingresourcesforfamilies,suchasrapidrehousing,affordablehousingunits,permanentsupportivehousing.

5.EndingYouthHomelessnessby:

• Understandingtheuniqueneedsofhomelessyouthandreachingouttoyouth-servingorganizationstohelpthemfullyparticipateintheCoC

• Meetingtheneedsofhomelessyouth,includingLesbian,Gay,Bisexual,Transgender,andQuestioning(LGBTQ)youthandvictimsoftrafficking

• Whenevaluatingtheperformanceofyouthprograms,takingintoaccountthespecificchallengesfacedbyhomelessyouth.

6.EndingVeteranHomelessnessby:

• Totheextentpossible,prioritizingveteransandtheirfamilieswhocannotbeeffectivelyassistedwithDepartmentofVeteransAffairs(VA)servicesforCoC-fundedservices

• CoordinatingCoCresourceswithVA-fundedhousing/services(e.g.,HUD-VASH,SSVF).7.UsingaHousingFirstApproachthrough:

• Usingdatatoquicklyandstablyhousehomelesspersons• Engaginglandlordsandpropertyowners• Removingbarrierstoentry,suchaspoorcredithistory,lackofincomeoremployment,or

sobriety• Adoptingclient-centeredservicemethods.

WhocanbeServedPersonsservedbyCoCfundedprojectsmustbe“homeless”undertheHUD’sfinalruleonthedefinitionofhomelessnessundertheHEARTHAct.However,differentprojecttypeshavedifferentrequirementsforhomelesscategoriesandeligibility.Thedefinitionincludesfourbroadcategoriesofhomelessness:1. Peoplewhoarelivinginaplacenotmeantforhumanhabitation,inemergencyshelter,in

transitionalhousing,orareexitinganinstitutionwheretheytemporarilyresidediftheywereinshelteroraplacenotmeantforhumanhabitationbeforeenteringtheinstitution.Theonlysignificantchangefromexistingpracticeisthatpeoplewillbeconsideredhomelessiftheyare


exitinganinstitutionwheretheyresidedforupto90days(itwaspreviously30days),andwerehomelessimmediatelypriortoenteringthatinstitution.

2. Peoplewhoarelosingtheirprimarynighttimeresidence,whichmayincludeamotelorhotelora

doubledupsituation,within14daysandlackresourcesorsupportnetworkstoremaininhousing.HUDhadpreviouslyallowedpeoplewhowerebeingdisplacedwithin7daystobeconsideredhomeless.Theregulationalsodescribesspecificdocumentationrequirementsforthiscategory.

3. Familieswithchildrenorunaccompaniedyouthwhoareunstablyhousedandlikelytocontinuein

thatstate.Thisisanewcategoryofhomelessness,anditappliestofamilieswithchildrenorunaccompaniedyouth(uptoage24)whohavenothadaleaseorownershipinterestinahousingunitinthelast60ormoredays,havehadtwoormoremovesinthelast60days,andwhoarelikelytocontinuetobeunstablyhousedbecauseofdisabilityormultiplebarrierstoemployment.

4. Peoplewhoarefleeingorattemptingtofleedomesticviolence,datingviolence,sexualassault,

stalking,orotherdangerousorlife-threateningsituationsrelatedtoviolence;havenootherresidence;andlacktheresourcesorsupportnetworkstoobtainotherpermanenthousing.

ForinformationHUDrequirementsfordocumenting“homeless”status,pleaseseeHUD’shomelessstatusguidanceavailableat:https://www.hudexchange.info.Updateddefinitionof“ChronicallyHomeless”thisyear! Inadditiontomeetingthedefinitionofhomeless,someprojectsmustservepersonswhomeetthemorespecificdefinitionof“chronicallyhomeless.”Theseprojectsincludenewpermanentsupportivehousing(PSH)projects,renewalPSHprojectsthatwereoriginallyfundedunderchronichomelessnessinitiatives,andanyotherPSHprojectthathascommittedinrecentyearstotargetingand/orprioritizingchronicallyhomeless.Ahomelessindividual,orafamilywithanadultheadofhousehold(ofifnoadult,aminorheadofhousehold)withadisabilitywho:

• Livesinaplacenotmeantforhumanhabitation,asafehaven,orinanemergencyshelter;AND• Hasbeenhomelessinsuchplaceforatleast12monthsORonatleast4separateoccasionsin

thelast3years,aslongasthecombinedoccasionsequalatleast12monthsandeachbreakinhomelessnessseparatingtheoccasionsincludedatleast7consecutivenights.

Staysininstitutionalcarefacilitiesforfewerthan90dayswillnotconstituteasabreakinhomelessness,butareincludedinthe12-monthtotal.AdditionalLimitationsforSpecificProjectTypes:1. PSHProjects:Inadditiontobeing“homeless,”personsservedinPSHprojectsmust:

a. Haveadisablingcondition(forfamiliesthiswouldbetheheadofhousehold)asdescribedabove,and

b. Havecomefromthestreets;emergencyshelters;safehavens;transitionalhousing(onlyiftheyoriginallycamefromthestreetsoremergencyshelters);befleeing


domestic/datingviolence,sexualassault,stalkingetc.1;orbeexitinganinstitutionalstayof90daysorless,beforewhichtheycamefromstreets,emergencyshelterorsafehaven.

2. NewPermanentSupportiveHousingBonusorReallocationProjects:NewPSHbonusorreallocation

projectsmustserve100%chronicallyhomelessindividualsandfamilies.3. RRHProjects:RRHprojectsmustserveindividualsorfamiliescomingfromthestreetsorshelters

(includingthosefleeingdomestic/datingviolence,sexualassault,stalkingetc.).In2014RRHreallocationprojectshadtoserve100%familieswithchildren.

4. RenewalsofSamaritanandPermanentHousingBonusProjects:Renewalprojectsthatwere

originallyfundedundertheSamaritanandPermanentHousingBonusmustcontinueservingthehomelesspopulationinaccordancewiththeNOFAunderwhichtheywereawarded(e.g.,SamaritanInitiativeprojectmustcontinueexclusivelyservingCH).

SomeTypesofPeoplewhoarenotConsideredHomelessPeopleinthefollowingsituationsareNOThomeless:

• Inhousing,eventhoughtheyarepayinganexcessiveamountfortheirhousing,thehousingissubstandardandinneedofrepair,orthehousingiscrowded;

• Livingwithrelativesorfriends;• LivinginaBoardandCare,AdultCongregateLivingFacility,orsimilarplace;• Beingdischargedfromaninstitution(afterastayof90consecutivedaysormore);or• UtilizingHousingChoiceVouchers,exceptKatrinaevacueesthatreceivedKatrina• DisasterHousingAssistanceProgram(KDHAP)HousingChoiceVouchers.

EligibleProjectApplicantsEligibleprojectapplicantsfortheCoCProgramCompetitionarenonprofitorganizations,States,localgovernments,andinstrumentalitiesofStateandlocalgovernments,andpublichousingagencies.For-profitentitiesarenoteligibletoapplyforgrantsortobesubrecipientsofgrantfunds.

EligibleCoCProgramComponentsHUDCoCfunding,formerlycomposedoftheSupportiveHousingProgram(SHP),theShelterPlusCare(S+C)program,andtheSection8SROProgram,hasbeenmergedasingleCoCprogramwiththefollowingfourprojectcomponentseligibleunderthe2016CoCNOFA:Permanenthousing(PH)isdefinedascommunity-basedhousingwithoutadesignatedlengthofstayinwhichformerlyhomelessindividualsandfamiliesliveasindependentlyaspossible.TheCoCProgrammayfundtwotypesofpermanenthousing:(1)permanentsupportivehousing(PSH),whichispermanenthousingwithindefiniteleasingorrentalassistancepairedwithservicestohelphomelesspeoplewithdisabilitiesachievehousingstability;and(b)rapidre-housing(RRH),amodelthatemphasizeshousingsearchandrelocationservicesandshort-andmedium-termrentalassistanceto 1HUDhasclarifiedthatthiscategoryincludespersonsfleeingorattemptingtofleehumantrafficking,includingsextrafficking.


movehomelesspeopleasrapidlyaspossibleintopermanenthousing.Note:In2016newreallocationprojectsforPHarelimitedtothefollowing:

• NewPSHservingexclusivelychronicallyhomelessindividualsandfamilies;and• NewRRHservingindividuals,families,andunaccompaniedyouth,fromthestreets,shelters,of

fleeingdomesticviolence.Transitionalhousing(TH)isaprojectcomponentthatmaybeusedtocoverthecostsofupto24monthsofhousingwithaccompanyingsupportservices,providingaperiodofstabilitytoenablehomelesspeopletotransitionsuccessfullytoandmaintainpermanenthousingwithin24monthsofprogramentry.Programparticipantsmusthavealeaseoroccupancyagreementinplacewhenresidingintransitionalhousing.Note:In2016HUDstronglyencouragesCoCstoreviewtheefficacyoftransitionalhousingandreallocatethefundingtoPSH,RRH,orCoordinatedEntryifdoingsowouldhelptoendhomelessness.Supportiveservicesonly(SSO)isaprogramcomponentlimitedtorecipientsandsubrecipientsprovidingservicestoindividualsandfamiliesnotresidinginhousingoperatedbytherecipient.SSOrecipientsandsubrecipientsmayusethefundstoconductoutreachtoshelteredandunshelteredhomelesspersons,linkclientswithhousingorothernecessaryservices,andprovideongoingsupport.SSOprojectsmaybeofferedinastructureorstructuresatonecentralsite,orinmultiplebuildingsatscatteredsiteswhereservicesaredelivered.Projectsmayalsobeoperatedindependentofabuilding(e.g.,streetoutreach)andinavarietyofcommunity-basedsettings,includinginhomelessprogramsoperatedbyotheragencies.Note:In2016,theonlynewSSOprojectsallowedareCoordinatedEntryProjectscreatedthroughreallocation.HomelessManagementInformationSystemFundsunderthiscomponentmaybeusedonlybyHMISleadsforleasingastructureinwhichtheHMISoperates,foroperatingthestructureinwhichtheHMISishoused,and/orforcoveringothercostsrelatedtoestablishing,operating,andcustomizingaCoC’sHMIS.Note:In2016,reallocationfundingcanbeusedforanewdedicatedHMISproject.

EligibleCostTypesCoCProgramfundingcanonlybeusedtosupporteligiblecostslistedintheCoCInterimRule.Notallcostsareeligibleineachprogramcomponentorprojecttype.Theeligiblecostsaresummarizedbelow.Forfurtherinformation,pleaseseetheCoCInterimRuleandCoCProgramIntroductoryGuideat:https://www.hudexchange.info.AcquisitionofrealpropertyisaneligiblecostcategoryunderthePH,TH,andSSOprogramcomponents.Grantfundsmaybeusedforupto100percentofthecostofpurchasingpropertyforthepurposeofprovidingpermanentHousing,transitionalhousing,andsupportiveservicesonlyactivities.RehabilitationofstructuresisaneligiblecostcategoryunderthePH,TH,andSSOprogramcomponents.Eligiblerehabilitationcostsincludeinstallingcost-savingenergymeasuresandbringingastructureuptohealthandsafetystandards.Rehabilitationonleasedpropertiesisineligible.NewconstructionofstructuresiseligibleunderthePHandTHprogramcomponents.Newconstructionmayincludebuildingentirelynewfacilities,constructinganadditiontoanexistingstructurethat


EligibleTypesofServices.Annualassessmentofserviceneeds·Assistancewithmovingcosts·Casemanagement·Childcareoperationsorvouchers·Educationservices·Employmentassistanceandjobtraining·Food(mealsorgroceries)·Housingsearchandcounseling·Legalservices·Lifeskillstraining·Outpatientmentalhealthservices·Outpatienthealthservices·Outreachservices·Outpatientsubstanceabusetreatment·Transportation·Utilitydeposits

increasesthefloorareaby100percentormore,andthecostoflandforconstruction.Grantfundsmaybeusedforupto100percentofcosts(aslongasthematchrequirementismetthroughothermeans(.LeasingisaneligiblecostcategoryunderthePH,TH,SSO,andHMISprogramcomponents.Fundsmaybeusedtoleaseindividualunitsorallorpartofstructures.Rentsmustbereasonableand,inthecaseofindividualunits,therentpaidmaynotexceedHUD-determinedfairmarketrents.Leasingfundsmaynotbeusedforunitsorstructuresownedbytherecipient,subrecipient,ortheirparentorganization.Whenleasingfundsareusedtopayrentonunits,theleasemustbebetweentherecipientorthesubrecipientandthelandowner,withasubleaseoroccupancyagreementwiththeprogramparticipant.TherecipientmaychargetheprogramparticipantanoccupancychargeconsistentwiththeinterimCoCrule.RentalassistanceisaneligiblecostcategoryunderthePHandTHprogramcomponentsandmaybetenant-based(TBRA),sponsor-based(SBRA),orproject-based(PBRA),dependinguponthecomponenttype.Rentalassistancemaybeshort-termforupto3months;medium-termfor4to24months;orlong-termformorethan24months.Thelengthofassistancedependsuponthecomponenttypeunderwhichthecostisfunded.RecipientsmustserveasmanyprogramparticipantsasshownintheirfundingapplicationtoHUD,but,iftheamountreservedforthetermofthegrantexceedstheamountneededtopayactualcosts,theexcessfundsmaybeusedtocoverpropertydamage,rentincreases,ortherentalneedsofagreaternumberofprogramparticipants.Whenrentalassistancefundsareusedtopayrentonunits,theleasemustbebetweentheprogramparticipantandthelandowner.Newthisyear,programparticipantsmayalsochoosehousingoutsidetheCoC’sgeographicarea.IftherecipientisabletomeetallCoCrequirementsintheareawheretheparticipantchooseshousing.Ifunabletomeettherequirements,therecipientmayrefusetopermittheparticipanttoretainTBRAiftheparticipantmovesoutsideofthegeographicarea.SupportiveservicesareeligiblecostsunderthePH,TH,andSSOprogramcomponents,includingCoordinatedEntry.Alleligibleservicestypesarelistedinthebox,andanycostnotlistedisineligible.Asinthepast,servicesmustbeofferedtoresidentsofPSHandTHforthefullperiodoftheirresidence.RRHprogramsmustrequireprogramparticipantstomeetwithacasemanageratleastmonthly.Servicesmaybeprovidedtoformerlyhomelessindividualsforuptosixmonthsaftertheirexitfromhomelessness,includingthesixmonthsfollowingexitfromatransitionalhousingproject.Eligiblecostsincludethecostofprovidingservices,thesalaryandbenefitsofstaffprovidingservices,andmaterialsandsuppliesusedinprovidingservices.OperatingcostsareeligibleunderthePH,TH,andHMISprogramcomponents.Fundsmaybeusedtopaytheday-to-dayoperatingcostsinasinglestructureorindividualhousingunits,includingmaintenance(suchasscheduledreplacementofmajorsystems),repair,buildingsecurity(whenCoCProgramfundspayformorethan50percentofthefacilitybyunitorarea),electricity,gas,water,furniture,equipment,propertyinsurance,andtaxes.Thesecostsmaynotbecombinedwithrentalassistancecostswithinthesamestructure.


HMISCostsrelatedtocontributingclientdatatoormaintainingdataintheCoC’sHMISoracomparabledatabaseforvictimservicesprovidersorlegalservicesprovidersareeligiblecostsunderthePH,TH,SSO,andHMISprogramcomponents.EligibleHMIScostsincludehardware,equipmentandsoftwarecosts;trainingandoverhead;andHMIS-relatedstaffingcosts.ProjectAdministrationThesecostsincludeexpensesrelatedtotheoveralladministrationofthegrant,suchasmanagement,coordination,monitoring,andevaluationactivitiesandenvironmentalreview.

NewinRecentYears:IndirectCostsIndirectCosts(alsoknownas“facilitiesandadministrativecosts”definedat2CFR200.56)areeligibleundertheCoCProgramforallprojecttypes,andiftheapplicantdoesnothaveanapprovedfederallynegotiatedindirectcostrate,theapplicantmayuseademinimusrateof10percentofmodifiedtotaldirectcosts.Ifarenewalprojectdecidestorequestindirectcosts,itmustcarvetheamountoutofotherprogramcosts.

CoCRenewalFundingProjectsthathaveexistingCoCgrantsthatareexpiringcanapplyforacontinuation(renewal)grantunderthefollowingparameters.• WhichGrantsCanbeRenewed:Toapplyforrenewalfunding,theexistinggrantmustbeexpiringin

thecalendaryear2017(January1–December31,2017).AgrantagreementfortheprojectbeingrenewedmustbeinplacenolaterthanDecember31,2016.

• ApplicantsThatCanRenew:TheapplicantmustbethesameentitythatsignedtheexpiringgrantagreementwithHUD.

• ActivitiesThatCanBeRenewed:Aprojectcanonlyrequestrenewaloftermactivities:o Leasingo Rentalassistanceo Operationso Supportiveserviceso HMISo Indirectcostso Administration.

• AmountThatCanbeRenewed(GIW):Aproject’srequestcannotexceedtheAnnualRenewalAmountfortheprojectapprovedbyHUDintheGrantInventoryWorksheet(GIW).

• First-TimeS+CRenewals:S+Cprojectsrenewingforthefirsttime,canrequestmoreunitsthantheoriginalgrantiftheunitsaredocumentedwithleasesandapprovedinadvancebyHUDthroughtheCoCRegistrationandGIWprocess.

• FMRissues:EligiblerenewalprojectsrequestingrentalassistancearepermittedtorequestaperunitamountlessthantheFairMarketRent(FMR),basedontheactualrentcostsperunit(butnotmorethan).Thiswillhelptoreducethenumberofprojectsreceivingrentalassistancethathavelargebalancesofunspentfundsremainingattheendoftheoperatingyear.Renewalprojectapplicantsmustensurethattheamountrequestedwillbesufficienttocoveralleligiblecosts,asHUDcannotprovidefundsbeyondwhatisawardedthroughthecompetition.HUDwilladjustleasing,operating,andrentalassistancebudgetlineitemsbasedonchangestotheFairMarketRents(FMR).Alladjustmentswillbemadepriortoawardannouncement.

• Renewalterm:1yearforallrenewalprojects.


ANoteAboutRenewalThresholdRequirement:HUDassumesrenewalprojectsmeetprojecteligibilityandqualitythresholdrequirementsbecauseofpreviouslyapprovedgrantapplications,unlessinformationtothecontraryisreceived(e.g.,monitoringfindings,resultsfrominvestigationsbytheOfficeofInspectorGeneral,therecipientroutinelydoesnotdrawdownfundsfromLOCCSatleastonceperquarter,consistentlylateAPRs.).Eligibilitythresholdisdeterminedonapass/failbasis,andifstandardsarenotmet,theprojectwillberejectedfromthecompetition.Whenconsideringrenewalprojectsforaward,HUDwillreviewinformationineLOCCS;AnnualPerformanceReports(APRs);andinformationprovidedfromthelocalHUD/CPDFieldOffice,includingmonitoringreportsandA-133auditreportsasapplicable,andperformancestandardsonpriorgrants,andwillassessprojectsusingthefollowingcriteriaonapass/failbasis:

• Whethertheprojectapplicant’sperformancemettheplansandgoalsestablishedintheinitialapplicationasamended

• Whethertheprojectapplicantdemonstratedalltimelinessstandardsforgrantsbeingrenewed,includingthatstandardsfortheexpenditureofgrantfundshavebeenmet

• Theprojectapplicant’sperformanceinassistingprogramparticipantstoachieveandmaintainindependentlivingandrecordofsuccess,exceptHMIS-dedicatedprojectsarenotrequiredtomeetthisstandard;and

• Whetherthereisevidencethataprojectapplicanthasbeenunwillingtoaccepttechnicalassistance,hasahistoryofinadequatefinancialaccountingpractices,hasindicationsofprojectmismanagement,hasadrasticreductioninthepopulationserved,hasmadeprogramchangeswithoutpriorHUDapproval,orhaslostaprojectsite.

HUDreservestherighttoreduceorrejectafundingrequestfromtheprojectapplicantforthefollowingreasons:

• OutstandingobligationtoHUDthatisinarrearsorforwhichapaymentschedulehasnotbeenagreedupon

• Auditfinding(s)forwhicharesponseisoverdueorunsatisfactory• Historyofinadequatefinancialmanagementaccountingpractices• Evidenceofuntimelyexpendituresonprioraward• Historyofothermajorcapacityissuesthathavesignificantlyaffectedtheoperationofthe

projectanditsperformance• Historyofnotreimbursingsubrecipientsforeligiblecostsinatimelymanner,oratleast

quarterly;and• Historyofservingineligibleprogramparticipants,expendingfundsonineligiblecosts,orfailing

toexpendfundswithinstatutorilyestablishedtimeframes.

EligibleNewProjectTypesAsmentionedabove,in2016newprojectscanbecreatedinonlytwoways:

• PHbonusfunding• Reallocationoffundsfromrenewalprojects.

Thefollowingchartsummarizestheeligibleprojecttypesundereach:


EligiblePHBonusProjects EligibleReallocationProjects1. NewPSHprojectsthatwillserve100

percentchronicallyhomelessfamiliesandindividuals

2. NewRRHprojectsthatwillserveindividualsandfamilieswhocomedirectlyfromthestreets,emergencyshelters,orarefleeingdomestic/datingviolence,sexualassault,stalkingetc.

1. Newpermanentsupportivehousingprojectswhereallbedswillbededicatedforusebychronicallyhomelessindividualsandfamilies

2. Newrapidre-housingtoservehomelessindividualsandfamiliescomingdirectlyfromthestreetsoremergencysheltersorpersonsfleeingdomestic/datingviolence,sexualassault,stalkingetc.

3. NewSupportiveServicesOnly(SSO)projectspecificallyforaCoordinatedEntrysystem

4. NewdedicatedHomelessManagementInformationSystem(HMIS)project.

Thereisnoguaranteethatreallocatedfundingwillbeavailable,butitmaybeifoneormorerenewalprojectsdecidesnottoapplyorisnotselectedbytheHAPBoardforrenewal,ortheHAPBoardreducesfundingforoneormorerenewals.

NewProjectThresholdRequirementsFornewprojects,thereviewprocessconsidersapplicantandsubrecipienteligibilityandcapacity,projecteligibility,andprojectqualityaspartofthethresholdreview.ProjectEligibilityThreshold:HUDwillrevieweligibilitythresholdrequirementsonapass/failstandard,andifstandardsarenotmet,theprojectwillberejectedfromthecompetition.Applicantsandsubrecipientsmust:• BeeligibleundertheCoCProgram(seesubsectionD.below,page17)• Demonstratefinancialandmanagementcapacityandexperiencetocarryouttheprojectandto

administerFederalfunds• Submitrequiredcertifications• Proposeaneligiblepopulationfortheprojecttype,asdesignatedbytheCoCProgram• Showthattheprojectiscost-effective,withcostsnotdeviatingsubstantiallyfromthenorminthat

localeforsimilarprojectactivities• AgreetoparticipateinHMIS(exceptforvictimserviceproviderswhomustuseacomparable

database).ProjectQualityThreshold:HUDwillreviewallnewprojectapplicationstodetermineiftheymeetprojectqualitythresholdrequirementswithclearandconvincingevidence.Thehousingandservicesproposedmustbeappropriatetotheneedsoftheprogramparticipantsandthecommunity.• Fornewpermanenthousingprojects,applicationsmustreceiveatleast3outof5possiblepointsto

befunded.Qualitythresholdfactorsinclude:1. Whetherthetypeofhousing,number,andconfigurationofunitswillfittheneedsofthe

programparticipants2. Whetherthetypeofthesupportiveservicesoffered(regardlessoffundingsource)willensure

thatparticipantsobtainorretainpermanenthousing


3. Whethertheplantoconnectclientstobenefitsmeetsprogramparticipantneeds4. Whetherparticipantsareassistedinobtainingandremainingpermanenthousinginamanner

thatfitstheirneeds;and5. Whetheratleast75%ofprogramparticipantscomefromstreet,shelter,safehavensorfleeing

domesticviolence.• FornewSSOprojectsforcentralizedorcoordinatedassessmentsystems,applicationsmustreceive

atleast2outof4possiblepointstobefunded.Qualitythresholdfactorsinclude:1. WhetherthesystemiseasilyaccessibletoallintheCoC’sgeographywhoareseeking

informationabouthomelessnessassistance2. Whethertheadvertisingstrategyisdesignedtoreachpersonswiththehighestbarriers3. Whetherthereisastandardizedassessmentprocess;and4. Whethertheprojectensuresparticipantsaredirectedtohousing/servicesthatfittheirneeds.

Otherthresholdrequirements:• Projectapplicantsandpotentialsubrecipientsmusthavesatisfactorycapacity,drawdowns,and

performanceforexistinggrant(s),asevidencedbytimelyreimbursementofsubrecipients,regulardrawdowns,andtimelyresolutionofanymonitoringfindings

• Forexpansionprojects,projectapplicantsmustclearlyarticulatethepartoftheprojectthatisbeingexpanded.Additionally,theprojectapplicantsmustclearlydemonstratethattheyarenotreplacingotherfundingsources.

• Projectapplicantsmustdemonstratetheywillbeabletomeetalltimelinessstandards.• HUDreservestherighttodenythefundingrequestforanewproject,iftherequestismadebyan

existingrecipientthatHUDfindstohavesignificantissuesrelatedtocapacity,performance,orunresolvedaudit/monitoringfindingrelatedtooneormoreexistinggrants.Additionally,HUDreservestherighttowithdrawfundsifnoAPRissubmittedonthepriorgrant.

MoreAboutthePermanentHousingBonus

• $90,429isthemaximumbonusamountthisyear.• Bonusprojectsmustberankedandtieredwithotherprojectsthisyear;thereisnoseparate

competition.• PSHbonusprojects:

o Mayusegrantfundsfor:! Acquisition! Rehabilitation! NewConstruction! Leasing! Operations! RentalAssistance! SupportiveServices! HMIS! IndirectCosts! Administration

o Mustbefullydedicatedto(100%)tochronicallyhomelessindividualsandfamilieso ShoulduseaHousingFirstapproach.HousingFirstisamodelofhousingassistancethat

isofferedwithoutpreconditions(suchassobrietyoraminimumincomethreshold)or


serviceparticipationrequirements,andrapidplacementandstabilizationinpermanenthousingareprimarygoals

o Maybesinglesiteorscatteredsiteo Servicesmustbeofferedbasedonresidentsneedso Atenantleaseisrequired,mustbeforatleastoneyear,mustberenewable,and

terminableonlyforcause.• RRHbonusprojects:

o Mayusegrantfundsfor:! Shortterm(upto3months)and/ormedium-term(3-24months)tenant-based

rentalassistance! Supportiveservices! HMIS! IndirectCosts! Administration

o Leaseisrequired;mustberenewable,foratermofatleastoneyear(regardlessofthelengthofassistanceprovided),andterminableonlyforcause.

o Projectmust:! Limitrentalassistancetonomorethan24monthsperhousehold! Limitservicestonomorethan6monthsafterrentalassistancestops.! Re-evaluateatleastonceperyearwhethertheprojectparticipantcontinuesto

lacktheresourcesandsupportnetworksnecessarytoretainhousingwithoutCoCassistance

! Offersupportiveservices(mayincludeanyeligibleCoCProgramsupportiveservice).Projectparticipantsshouldhaveaccesstoawidearrayofsupportiveservicesdesignedtohelpthemretainstable,long-termhousing.

! Requireprojectparticipantstomeetwithacasemanageratleastmonthly.o Projectmay(inlinewithwrittenRRHprogramstandardsadoptedbytheHAP):

! Setamaximumamountorpercentageofrentalassistancethataprojectparticipantmayreceive

! Setamaximumnumberofmonths(upto24months)thataprojectparticipantmayreceiverentalassistance

! Setamaximumnumberoftimesthataparticipantmayreceiverentalassistance! Requireprojectparticipantstoshareinthecostsofrent.

NewProjectsFundingThroughReallocationHUDexpectstheCoCtocriticallyreviewallrenewalprojectsandtoreallocatefundswhendoingsowillhelpreducehomelessness.NewPSHandRRHProjectsCreatedThroughReallocationTheprogramrequirementsarethesameasforPSHandRRHbonusprojectsabove.However,thepotentialfundingislimitednotbythebonusamount,butbytheamountoffundsthattheHAPBoarddecidestoreallocate,ifany.NewHMISProject


• Grantfundsmaybeusedfor:o HMISo IndirectCostso Administration

• TheCoC’sHMISLeadAgencyistheonlyagencythatcanapplyforthisfunding.NewCoordinatedEntryProjectCreatedThroughReallocation

• CoordinatedEntryisdefinedtomeanacentralizedorcoordinatedprocessdesignedtocoordinateprogramparticipantintake,assessment,andprovisionofreferrals.Acentralizedorcoordinatedassessmentsystemcoversthegeographicarea,iseasilyaccessedbyindividualsandfamiliesseekinghousingorservices,iswelladvertised,andincludesacomprehensiveandstandardizedassessmenttool.

• Grantfundsmaybeusedfor:o Supportiveserviceso IndirectCostso Administration.

AdditionalNewProjectDesignandImplementationIssuesFundingLevelsandAdjustments

• NewprojectapplicationsmustrequestthefullFMRamountperunit.• HUDwilladjustleasing,operating,andrentalassistancebudgetlineitemsbasedonchangesto

theFairMarketRents(FMR).Alladjustmentswillbemadepriortoawardannouncement.• Iftherecipienthasasubrecipient,itisrequiredtoshareatleast50%ofprojectadministrative

fundswithitssubrecipient(s).Timeliness

• Proofofsitecontrol,match,environmentalreview,andthedocumentationoffinancialfeasibilitymustbecompletedwithin12monthsoftheannouncementoftheaward,or24monthsinthecaseoffundsforacquisition,rehabilitation,ornewconstruction.The12-monthdeadlinemaybeextendedbyHUDforupto12additionalmonthsuponashowingofcompellingreasonsfordelayduetofactorsbeyondthecontroloftherecipientorsubrecipient.

• Forrecipientsoffundsforrehabilitationornewconstruction:1. Constructionactivitiesmustbeginwithin9monthsofthelaterofsigningofthegrant

agreementorofsigninganaddendumtothegrantagreementauthorizinguseofgrantfundsfortheproject.

2. Constructionactivitiesmustbecompletedwithin24monthsofsigningthegrantagreement.3. Activitiesthatcannotbeginuntilafterconstructionactivitiesarecompletedmustbegin

within3monthsofthedatethatconstructionactivitiesarecompleted.• Inordertoexpendfundswithinstatutorilyrequireddeadlines,applicantsfundedfornew

sponsor-basedandproject-basedrentalassistancemustexecutethegrantagreementandbeginprovidingrentalassistancewithin2years.However,HUDstronglyencouragesallrentalassistancetobeginwithin12monthsofaward.Applicantsunabletobeginwithin12monthsshouldconsultwiththelocalHUDCPDFieldOffice.


NewProjectGrantTermsItusuallymakessensetofornewandrenewalprojectsapplyfor1yearrenewableyearlytomaximizefunding.However,thefollowingthefollowingtermswereallowableunderthe2016CoCNOFA:NewProjectscanrequest1,2,3,4,5,or15yeargrantterms,withthefollowingexceptions:1. Anynewprojectapplicationthatincludesleasingcouldonlyrequestuptoa3-yeargrantterm.2. Anyofthefollowingnewprojectscouldrequest1-year,2-year,3-year,4-year,or5-yeargrant

terms:operatingcosts,supportiveservicesonly,HMIS,andprojectadministration.3. Anynewprojectapplicationsthatrequestednewconstruction,acquisition,orrehabilitationhadto

requestaminimumofa3-yeargranttermandcouldrequestuptoa5-yeargrantterms.4. Anynewprojectsrequestingproject-basedrentalassistanceorsponsor-basedrentalassistance,or

operatingcostscouldrequestuptoa15-yeargrantterm,butrequestupto5yearsoffunds.5. Ifanapplicantrequestedfundsfornewconstruction,acquisition,orrehabilitationinadditionto

requestingfundsforoperating,supportiveservices,orHMIS,thetermhadtobe3yearsplusthetimenecessarytoacquiretheproperty,completeconstruction,andbeginoperatingtheproject.

MatchRequirementsAlleligiblefundingcosts,exceptleasing,mustbematchedwithnolessthana25percentcashorin-kindcontribution.Nomatchisrequiredforleasing.Thematchrequirementsapplytoprojectadministrationfunds,CoCplanningcosts,andUFAcosts,alongwiththetraditionalexpenses—operations,rentalassistance,supportiveservices,andHMIS.Cashmatch:Arecipientorsubrecipientmayusefundsfromanysource,includinganyotherfederalsources(excludingContinuumofCareprogramfunds),aswellasState,local,andprivatesources,providedthatfundsfromthesourcearenotstatutorilyprohibitedtobeusedasamatch.(TherecipientmustensurethattherulesgoverningmatchfundsallowthemtobematchfortheCoCProgram.)ThecashmustbeusedforactivitiesthatareeligibleundertheCoCInterimRule.

• NOTE:In2016,programincomeCANbeusedasmatch.• FundsfromHUD-VASH(VASupportiveHousingprogram)andotherFederalprogramsare

eligiblesourcesofMatchandareconsideredGovernmentsources.Projectapplicantsareencouragedtoincludefundsfromthesesources,wheneverpossible.

In-kindMatch:therecipientorsubrecipientmayusethevalueofproperty,equipment,goods,orservicescontributedtotheproject,providedthat,iftherecipientorsubrecipienthadtopayforsuchitemswithgrantfunds,thecostswouldhavebeeneligible.Ifthird-partyservicesaretobeusedasamatch,therecipientorsubrecipientandthethird-partyserviceproviderthatwilldelivertheservicesmustenterintoamemorandumofunderstanding(MOU)—beforethegrantisexecuted—documentingthatthethirdpartywillprovidesuchservicesandvaluetowardstheproject.

• Servicesprovidedbyindividualsmustbevaluedatratesconsistentwiththoseordinarilypaidfor


similarworkintherecipient’sorsubrecipient’sorganization.• TheMOUmustestablishtheunconditionalcommitment,exceptforselectiontoreceiveagrant,

bythethirdpartytoprovideservices,thespecificservicetobeprovided,theprofessionofthepersonsprovidingtheservice,andthehourlycostoftheservicetobeprovided.

LeverageLeverageisnotbeingusedbyHUDasascoringelementinthisyear’scompetition.Thus,leveragecommitmentsarenotbeingrequiredorscoredbytheHAPthisyear.

ElectronicApplication(e-snaps)Thefollowinge-snapsinformationisajustbriefsummary.ProjectapplicantsshouldrelyonHUD’sverydetailede-snapsmaterialsasauthoritativeone-snapsmatters.CoCsandapplicantsarerequiredtoapplyforCoCfundselectronicallythroughHUD’se-snapssystem.SantaCruzCountyprojectsmustparticipateintheSantaCruzCoCapplicationthroughe-snaps.Thee-snapsonlinegrantapplicationandmanagementsystem,trainingmaterials,FrequentlyAskedQuestions,andadditionalresourcesareavailableat:https://www.hudexchange.info..QuestionsmaybesubmittedtoHUDthroughthee-snapsVirtualHelpdeskalsoat:https://www.hudexchange.info..E-snapscanbedirectlyaccessedat:https://esnaps.hud.gov/grantium/frontOffice.jsfInessence,applicantswill:1. CreateaUserProfile(newusersonly):First,createausernameandpassword;2. ProjectApplicantProfile:Second,filloutandsubmitaProjectApplicantProfileformandprovide

applicableattachments,and,3. ProjectApplication:Finally,registerfor,filloutandsubmitanProjectApplicationformforeach

projectandprovideapplicableattachments.TheCoCleadstaffwillhaveaccessine-snapstoeachProjectApplicationinordertoreviewtheapplications.Anychangesneededwillbereturnedtoapplicantsforcorrection.CoCleadstaffwillnotbeabletodirectlyeditProjectApplications.In2016,theHAPBoardmustapprove(orreject),rank,andplaceintoTier1orTier2allprojectscorrectlysubmittedine-snaps.ThisincludesPHbonusprojects.Ifnotcorrectlysubmitted,projectscannotbeapprovedorrankedine-snapsandthuscannotbefunded.Applicantsusinge-snapsmusthaveavalidDUNSnumberandup-to-datefederalSystemforAwardManagement(SAM)registration,formerlytheCentralContractorRegistry(CCR).Again,onlybasicinformationisaboute-snaps(subjecttochangeandcorrection)isprovidedabove.Therefore,itiscriticalthatyouaccessandreviewe-snapsmaterialsat:https://www.hudexchange.info..


TheSantaCruzCountyHomelessActionPartnership’sCoCConsultantwillbeavailabletoanswerquestionsaboute-snapsat415.458.2460.IMPORTANT:Beforecontactingtheconsultant,pleaseattempttoansweryourownquestionbyreadingtheapplicablee-snapsinformationortrainingmaterials.

UseofEnergyStarTheHAPfullysupportsHUD’spolicytopromotesenergy-efficienthousing.AllMcKinney-VentoCoC-fundedprojectsareencouragedtopurchaseanduseEnergyStarlabeledproducts.Applicantsconstructing,rehabilitating,ormaintaininghousingorcommunityfacilitiesareencouragedtopromoteenergyefficiencyindesignandoperations.TheyareurgedespeciallytopurchaseanduseproductsthatdisplaytheEnergyStarlabel.ApplicantsprovidinghousingassistanceorcounselingservicesareencouragedtopromoteEnergyStarmaterialsandpractices,aswellasbuildingsconstructedtoEnergyStarstandards,tobothhomebuyersandrenters.ApplicantsareencouragedtoundertakeprogramactivitiesthatincludedevelopingEnergyStarpromotionalandinformationmaterials,providingoutreachtolow-andmoderate-incomerentersandbuyersonthebenefitsandsavingswhenusingEnergyStarproductsandappliances,utilizingEnergyStar-designatedproductsintheconstructionorrehabilitationofhousingunits,andreplacingwornproductsorfacilitiessuchaslightbulbs,waterheaters,furnaces,etc.,withEnergyStarproductstoreduceoperatingcosts.CommunitiesanddevelopersareencouragedtopromotethedesignationofcommunitybuildingsandhomesasEnergyStarcompliant.ForfurtherinformationaboutEnergyStar,pleasegotohttp://www.energystar.gov/


LOCALSANTACRUZ2016CoCPROJECTEVALUATIONPROCESS

RoleoftheSantaCruzHomelessActionPartnership(HAP)Applicantsfornewand/orrenewalCoCfundingin2016mustparticipateinthelocalconsolidatedapplicationbeingcoordinatedbytheSantaCruzHAP.Theprocessincludesapplyingforfunds,providinginformationasneededfortheconsolidatedapplication,andparticipatinginplanningmeetings.ThekeylocaldeadlinesandrequirementsarelistedintheattachedCoCProcessTimeline.Pleasenotethatthedatesandrequirementsaresubjecttorevisionandchange.Thebestwaytokeeptrackofsuchchangesistoattendallthemeetings;however,wewillmakeourbestefforttokeepeveryoneinformed!TechnicalassistanceisavailablefromtheCoCConsultantat415.458.2460.

TypesofProjectsEncouragedAlleligibleprojectsareencouragedtoapplyforCoCfundsinthelocalcompetition.BaseduponHUDprioritiesandSantaCruzCoCprioritiesthefollowingproposaltypesarebeingencouraged:RenewalProposals:• RenewalofexistingCoCprojects(thoseexpiringin2017)thatarehighperformingandarean

effectiveuseoffundsforreducinghomelessness.ReallocationProposals:• VoluntaryreallocationoftransitionalhousingprojectstonewPSHexclusivelytargetedtoCHwith

emphasisonthelongesthistoriesofhomelessnessandmostsevereneeds,2ornewRRHforhomelessindividualsorfamiliescomingfromthestreets,shelters,fleeingdomestic/datingviolence,sexualassault,stalkingetc.

• OtherproposalsrequestingreallocationoffundsfornewPSHexclusivelytargetedtoCHwithemphasisonthelongesthistoriesofhomelessnessandmostsevereneeds,ornewRRHforhomelessindividualsorfamiliescomingfromthestreets,shelters,fleeingdomestic/datingviolence,sexualassault,stalkingetc.

• Proposalsrequestingreallocationoffundsfornewcoordinatedentryprojects.PermanentSupportiveHousingBonusProposals• NewPermanentSupportiveHousing(PSH)servingexclusivelyCHindividualsandfamilieswith

emphasisonthelongesthistoriesofhomelessnessandmostsevereneeds;• NewRapidRe-housing(RRH)servingindividualsandfamiliesfromthestreets,shelters,orfleeing

domestic/datingviolence,sexualassault,stalkingetc.ThefollowingtypesofprojectsarenoteligibleforCoCslikeoursunderHUD’srules:• Emergencyshelter• Homelessnessprevention• Newtransitionalhousing 2SeeCPDNotice14-012onprioritizingpersonswithexperiencingchronichomelessnessformoredetailso:https://www.hudexchange.info/resources/documents/Notice-CPD-14-012-Prioritizing-Persons-Experiencing-Chronic-Homelessness-in-PSH-and-Recordkeeping-Requirements.pdf


• Newsupportiveservicesonly.

NoticeRegardingPotentialReallocationofFundsPleasebeawarethattheHAPwillreviewallrenewalgrantsandmayreallocatefundsifitfindsthatoneormorerenewalprojectisunderperforming,obsolete,orineffective,orthatreallocationwouldreducehomelessness.NewPSHexclusivelytargetedtoCHwithemphasisonthelongesthistoriesofhomelessnessandmostsevereneeds;newRRHforhomelessindividualsorfamiliescomingfromthestreets,shelters,fleeingdomestic/datingviolence,sexualassault,stalkingetc.;andnewproposalsforcoordinatedentry,maycompetitivelyapplyforthesereallocationfunds.

EncouragementofVoluntaryReallocationofTransitionalHousingtoPermanentSupportiveHousingorRapidRehousingInordertoencourageprojectstovoluntarilyalignthemselveswithHUDprioritiesandlocalprioritiesunderAllIn:TowardaHomeforEverySantaCruzCountyResident,existingtransitionalhousingprojectsthatvoluntarilywishtoconverttheirprojecttonewPSHexclusivelytargetedtoCHwithemphasisonthelongesthistoriesofhomelessnessandmostsevereneeds,ornewRRHforhomelessindividualsorfamiliescomingfromthestreets,shelters,fleeingdomestic/datingviolence,sexualassault,stalkingetc.willbegivenprioritybytheHAPGovernanceBoardinaccessingthefundsreallocatedfromtheirexistingproject.Anysuchprojectmustcompleteanewprojectapplicationaspartofthelocalcompetitionandwillbescoredbytheonthebasisofthatapplication.

EncouragementofNewApplicantsandTechnicalAssistanceforApplicantsTheHAPisopentoandencouragesapplicationsfromentitiesthathavenotpreviouslybeenawardedCoCfunds.AnyprospectiveornewapplicantsarerequestedtocontacttheHAPCoCConsultantat415.458.2460foraspecialphonebriefingandorientationtotheCoCapplicationgoals,requirementsandprocess.Inaddition,prospectiveandnewapplicantswillbeinvitedtoparticipateinalloftheprocessstepsbelow,includingtheApplicantTechnicalAssistanceSessionandon-calltechnicalassistancebeingmadeavailabletoallapplicants.

BasicLocalEvaluationProcessSteps,LocalDeadlines,DecisionMinutes,NoticetoApplicants,andWebsitePostingofPriorityListings• CoCstaffissueaninternal(SantaCruzCounty)noticeoffundingwithanapplicationtimeline

specifyingkeyrequirements,criteria,dates,anddeadlines.• CoCConsultantholdsaTechnicalAssistanceSessiontobriefallprospective,new,andexisting

applicantsabouttherequirementsandprocessandtomakesureeveryapplicanthasthenecessaryinformationandevaluationandapplication-relatedmaterialstoapply.

• CoCConsultantfurnisheson-goingtechnicalassistancetoallapplicantsviaphoneande-mailregardingtechnicalrequirementsande-snaps.


• TheCoCrequiresthatlocalProjectProposalsusingHAP-createdevaluationformswithrequiredattachments(suchasrenewalAPRs)besubmittedforreviewandrankingbytheHAPBoard.

• TheHAPBoardmeetstoapproveorreject,score,rank,andplaceinTier1orTier2renewalandnewprojectapplications(includingbonusprojects),andtohearapplicantpresentations.

• TheCoCprovidesnoticetoapplicantsregardingprojectapprovalorrejection,rankorder,andtierplacement(atleast15daysbeforetheHUDdeadline).MinutesofthedecisionswillbemadeavailabletoallCoCMembers,andwillpostedonline,alongwiththeProjectPrioritylistings.

• TheCoCrequiresthatallProjectApplicationsbesubmittedine-snapswithallHUD-requiredforms(CoCstaffwillreviewtheProjectApplicationsandmayamendthembackine-snapsforcorrectionandre-submission).

• TheCollaborativeApplicantsubmitsthefinal2015CoCapplicationine-snapstoHUD,includingtheCoCApplication,ProjectApplications,andProjectPriorityListings.

Pleaseseetheattached2016CoCProcessTimelineforfurtherdetailsabouttheprocesssteps.

HAPBoardRatingandRankingandPubliclyAnnouncedObjectiveCriteriaHUDrequiresthatthecommunityreview,approve(orreject),rank,andplaceintoTiers1and2(ifapplicable)allprojectssubmitted(includingbonusprojects).Asinpreviousyears,thisprocesswillbecarriedoutbytheHAPBoardwithmembersselectedfor(1)lackofconflictofinterest,(2)knowledgeofthecommunityandhomelessnessissues,and(3)representativeofvariedgeographic,subpopulation,andsectorinterests.HAPBoardmemberswillengageinafair,objectivedecisionprocessthatmayincludethefollowing:1. SigningtheHAPBoard’sNoConflictofInterestPolicy.2. Reviewing,rating,andevaluatinglocalprojectsusingpreviouslypubliclyannouncedobjective

criteria(pleaseseetheaccompanyingReviewCriteriasheetforfurtherdetails)3. ThelocalapplicationsandEvaluationCriteriawillincludeprojectHMISdatausedtomeasure

performanceinlinewithnationalHEARTHActperformanceobjectives.4. Proposalquestionandanswerwithapplicants(ifneeded).5. DiscussionofthelocalapplicationsinthecontextoflocalstrategicplanandHUDprioritiesand

needs,performancemetrics,etc.6. Voteontheapproval(orrejection),rankorder,andtierplacement(ifapplicable)ofeachnewand

renewalproject(includingbonusprojects).ThemajorityvotingprocessasdetailedintheHAPCoCCharter.

7. Asmentionedabove,allapplicantswillreceivenoticeregardingprojectapproval(orrejection),rankorder,andTierplacement(atleast15daysbeforetheHUDdeadline).Minutesoftheratingandrankingdecisions,andbonusselection,willbemadeavailabletoallCoCMembers,andwillpostedonline,alongwiththeProjectPrioritylistings.

DeadlinesandProposalRequirementsPleaseseetheattachedProcessTimelineandLocalProposalInstructions/Checklist.


On-CallTechnicalAssistance:NewandExistingApplicantsAgain,Ifyouneedon-calltechnicalassistancepleasedon’thesitatetocontacttheHAPCoCConsultantat415.458.2460.Again,allapplicantsmayreceivetechnicalassistance,andnewapplicantsarerequestedtosetupaphonebriefing/orientationwiththeCoCConsultant.

ResourceInformation

• 2015CoCNOFA:https://www.hudexchange.info/resource/5068/fy-2016-coc-program-nofa/.

• CoCProgramInterimRule(24CFRpart578):https://www.hudexchange.info/resource/2035/coc-program-interim-rule-formatted-version.

• TrainingResources:www.hudexchange.info/homelessnessassistance/.o ApplicationInstructionalGuideso ApplicationDetailedInstructionso FAQs

• BroadcastInformation:www.hud.gov/offices/adm/grants/fundsavail.cfm.• HUDExchangee-snapsAAQ:https://www.hudexchange.info/get-assistance/.

• TojointheHUDlistserv:www.hudexchange.info/mailinglist.Attachments:

1. LocalCoCProcessTimeline2. LocalObjectiveProjectRatingandScoringCriteria3. LocalProposalInstructionsandChecklist


ATTACHMENTS

LocalCoCProcessTimelineEachyear,theHomelessActionPartnership(HAP)administerstheContinuumofCare(CoC)ProgramCompetitionforHUDfunds.ThiscalendarservesasaguideforCoCapplicantsandrecipientswhoareconsideringapplyingforneworrenewalfundsfromHUD.Pleasenotethatthemostofthedatesaretentativeandmaychangeaccordingtotherequirementsofthe2016CoCapplicationprocess.PleasecontactJulieConwayat831.454.5162orJulie.Conway@santacruzcounty.us,ortheHAPCoCConsultantat415.458.2460withanyquestions.Step DatePIThomelesspopulationcountdue Last10DaysJanuaryPIThousinginventorycountdue Last10DaysJanuaryDeadlineforHAPtosubmitPITcountofhomelesspopulationinHDX

May2

DeadlineforHAPtosubmithousinginventorycharts(HIC)inHDX

May2

DeadlineforHAPtosubmitinitialGIWtoHUDFieldOffice May26DeadlineforHAPtosubmitCoCRegistrationine-snaps May11DeadlineforHAPtosubmitCoCReviewine-snaps June20HUDreleases2016CoCNOFA June29HUDreleases2016CoCe-snapsapplications TBDHAPreleasesnoticeoflocalCoCevaluation/applicationprocess July7TechnicalassistanceavailablefromTonyGardner OngoingHAPmeeting(includesworkonCoCApplicationquestions) July20,10:30-12:00,Location:UnitedWay,4450

CapitolaRd.,CapitolaApplicantTASessiontoreviewHUDandlocalrequirements&SantaCruzlocalapplication

July20,12:30-2:30,Location:UnitedWay,4450CapitolaRd.,Capitola

DeadlineforHAPtosubmitSystemPerformancedatainHDX August1Deadlineforapplicantstosubmitlocalevaluationmaterials(viae-mail)andHUDapplications(viae-snaps)(atleast30daysbeforeHUDdeadline)

August12,5pmsubmitlocalapplicationstojulie.conway@santacruzcounty.usandtonygardnerconsulting@yahoo.com.SubmitHUDe-snapsapplicationathttps://www.hudexchange.info

HAPmeeting(includesworkonCoCApplicationquestions) August24,10:30-12:00,Location:TBDCoCBoardmeetingtoevaluate,approveorreject,andrank/tierCoCprojects

August24,12:30-4:30latestLocation:TBD

Writtenprojectapprovals/denialswithexplanationsenttoapplicants(atleast15daysbeforeHUDdeadline)

August26

HAPsubmitsBOSletterrequestingapprovalofCoCapplication August26Applicantappealsperiod August26-31submitwrittenappealstoapplications

[email protected]@yahoo.com.

DeadlineforHAPtosendappealsdecisions September2(appellantstoreceivewrittene-maileddecisionwithexplanation)

ProjectPrioritiesListfinalized September2DeadlineforHAPtopostCoCApplicationonwebsiteandtonotifycommunitymembersitisaavailableinmanneraccessibletopersonswithdisabilitiesandlimitedEnglishproficiency

September12(2daysbeforeHUDdeadline)

BOSapprovalofCoCapplication September13HUDdeadlineforsubmissionofconsolidatedCoCApplicationine-snaps

September144:59PST


LocalObjectiveProjectRatingandScoringCriteria–100PointsPossibleThefollowingobjectiveratingandscoringcriteriaarealignedwiththeprioritiesofAllIn:TowardaHomeforEverySantaCruzCountyResident.TheyweredevelopedbytheHAPforusebytheHAPBoardinratingandrankingnewandrenewalproposalsfor2015CoCfunds.EachLocalProjectProposalwillbescoredusingthefollowingpubliclyannouncedobjectivecriteria.TheHAPBoardwillusethescorestohelpdeterminewhethereachproposalisapproved(orrejected),itsrankorder,andwhetheritisplacedinTier1orTier2(ifapplicable),orisselectedforthePSHbonus(ifapplicable).EachscoringcriterionrelatestoaparticularquestionintheLocalProjectProposalForm(newandrenewal).1.Housing/ProjectType(5pointspossible)

5points,including–5pointsfor:

(a)Renewalpermanenthousingprojects(renewalprojectscanbeeitherpermanentsupportivehousingserving100%chronicallyhomelesspersonswithemphasisonthelongesthistoriesofhomelessnessandmostsevereneeds,orrapidre-housingservinghomelessfamiliesorindividualscomingfromthestreets,shelters,fleeingdomestic/datingviolence,sexualassault,stalkingetc.);(b)Newpermanenthousingprojectsproposingtousefundsreallocatedfromrenewalsorbonusfunds(newprojectscanbeeithernewpermanentsupportivehousingserving100%chronicallyhomelesspersonswithemphasisonthelongesthistoriesofhomelessnessandmostsevereneeds,ornewrapidre-housingservinghomelessfamiliesorindividualscomingfromthestreets,shelters,fleeingdomestic/datingviolence,sexualassault,stalkingetc.);(c)Newcoordinatedentryproposalsproposingtousefundsreallocatedfromrenewals;and

2.5pointsfor:(a)Renewaltransitionalhousing;renewalHMIS;orrenewalPSHprojectsthatarenotdedicated100%tochronicallyhomelesspersonswiththelongesthistoriesofhomelessnessandmostsevereneeds;and(b)AnynewPSHprojectsthatarenotdedicated100%tochronicallyhomelesspersonswithemphasisonthelongesthistoriesofhomelessnessandmostsevereneeds,

0pointsfor:–Allotherprojects.

Wheretolookontherenewalapplication:ApplicationQuestion3(staffhavetotaledpointsforyou)Wheretolookonthenewprojectapplication:ApplicationQuestion3(staffhavetotaledthesepointsforyou)2.ConsistencywiththeStrategicPrioritiesandActionStrategiesoftheStrategicPlan,AllIn(15points

possible)HowdoesyourproposedprojecthelpmeetthestrategicprioritiesandactionsstrategiesofAllIn:TowardaHomeforEverySantaCruzCountyResident?Pleaseidentifystrategicprioritiesandactionstrategies(andanyotherplangoals)theprojectwilladdresswilladdress.Wheretolookontherenewalapplication:ApplicationQuestion10


Wheretolookonthenewprojectapplication:ApplicationQuestion93.ProjectQuality,Readiness&Appropriateness(5pointspossible)Explainhowyourproject’sdesignandmixofservicesand/orhousingareappropriateforservingthepopulationitintendstoserve.Howaretheproject’sbudget,staffing,andadministrativestructurerealisticfortheproposedprogram?Wheretolookontherenewalapplication:ApplicationQuestion11Wheretolookonthenewprojectapplication:ApplicationQuestion104.ProgramGoals,Design,RenewalHMISPerformanceMetrics(20pointspossible)AsthequestionisnotapplicabletoHMIS,HMISprojectswillautomaticallyget12points.ForRenewalProjects:PleaseprovidetheperformancemetricinformationrequestedfromyourlastHMIS-generatedAPRrelatingtothesequestions:HousingStability:(7points)• ForPSH,didyoumeetthestandardinhelpingleaversandstayerscombinedretainpermanent

housingfor7monthsormore?HUDandCoCPerformanceStandard–atleast80%• FortransitionalhousingandRRH,didyoumeetthestandardinhelpingleaversfindandmoveinto

permanenthousing?HUDandCoCPerformanceStandard–atleast80%Income:(5points-2.5pts.perquestion)• ForallprojectsexceptHMIS,didyoumeetthestandardinhelpingleaversandstayerscombined

maintainorincreaseincomefromemploymentANDnon-cashbenefitsfrommainstreamsources?CoCPerformanceStandard–atleast75%

• ForallprojectsexceptHMIS,didyoumeetthestandardinhelpingADULTleaversandstayerscombinedmaintainorincreaseincomefromemploymentONLY?CoCPerformanceStandard–atleast25%

Non-CashMainstreamBenefits:(2points)• ForallprojectsexceptHMIS,didyoumeetthestandardinhelpingleaversandstayerscombined

maintainorincreaseatleastonesourceofnon-cashbenefits?CoCPerformanceStandard–atleast50%

ProgramOccupancy:(2points)• ForallprojectsexceptHMIS,didyoumeetthestandardinensuringthataverageprogram

occupancymetCoCstandard.CoCPerformanceStandard–atleast90%fortheyearReturnstoHomelessness:(2points)• ForallprojectsexceptHMIS,didyoumeetthestandardinensuringthatleaversdidnotexittonon-

permanentdestinations(e.g.,shelters,transitionalhousing,hotels,motels,andthestreets).CoCPerformanceStandard–nomorethan20%

LengthofStay:(2points)• ForPSHonly,didyoumeetthestandardbyincreasingtheannualaveragelengthofstayin

permanenthousingforleaversandstayerscombined?–higherLOSaveragethanpreviousAPRyear

• ForTHandRRHonly,didyoumeetthestandardbydecreasingtheannualaveragelengthofstayinTHorRRHforleavers?–lowerLOSaveragethanpreviousAPRyear

Renewalapplicantswillgetfullpointsforeachmeasureiftheymettheperformancetarget,halfpointsiftheymissedthetargetby10%pointsorless,and0pointsiftheymissedthetargetby10%pointsmore.


ForNewPHProjectsOnly:Pleasebrieflyidentify:• YourprogramgoalstobemeasuredannuallyintheHUDAnnualPerformanceReport(APR);• Whereyourhomelessparticipantswillcomefrom;• Youroutreachplantobringparticipantsin;• Thetypesandfrequencyofservicesparticipantswillreceive;• Howparticipantswillbehelpedtoobtainandremaininpermanenthousing;and• Howparticipantswillbehelpedtoincreasetheiremploymentandincomeandliveindependently.ForNewCoordinatedEntryProjectsOnly:Pleasebrieflyidentify:• ThegeographicaccessibilityoftheproposedsystemforallpersonswithintheCoC’sgeographicarea

whoareseekinginformationregardinghomelessassistance;• Thestrategyforadvertisingtheprojectthatisdesignedspecificallytoreachhomelesspersonswith

thehighestbarrierswithintheCoC’sgeographicarea;• Thestandardizedassessmentprocessproposed(ortheprocesstochooseastandardized

assessmentsystem);and,• Whether/howthesystemwillensurethatprogramparticipantsaredirectedtotheappropriate

housingandservicestofittheirneeds.Wheretolookontherenewalapplication:ApplicationQuestion12Wheretolookonthenewprojectapplication:ApplicationQuestion11(Notethatthenewprojectapplication(permanentsupportivehousing,rapidre-housing,orcoordinatedentry)focusesongoalsanddesign,whiletherenewalapplicationlooksatperformanceandoutcomes)5.HousingFirstEmphasis(10pointspossible)AsthequestionisnotapplicabletoHMIS,HMISprojectswillautomaticallyget8points.ServingPeoplewiththeHighestBarrierstoHousing(6points):TowhatextentdoesyourprojectembracethefollowingHousingFirstapproaches?

1. Doestheprojectprioritizeclientselectionbasedondurationofhomelessnessandvulnerability?2. Doestheprojectacceptallclientsregardlessofsubstanceusehistory,orcurrentuse?3. Doestheprojectacceptclientswhoarediagnosedwith,orshowsymptomsof,amentalillness?4. Doestheprojectacceptclientsregardlessofcriminalhistory?5. Doestheprojectacceptclientsregardlessofincomeorfinancialresources?6. Doestheprojectuseaharm-reductionmodelfordrugsand/oralcoholuse?

Each“yes”responsereceives1point;each“no”responsereceives0points.RemovingBarrierstoHousing(4points)Towhatextentdoesyourprojecteliminatethefollowingbarrierstohousing?

1. Musthaveminimumincome2. Musthavecurrentemployment3. Musthavestateissuedphotoid 4. Mustshowsobriety(drugsoralcohol)5. Nopresentingofsymptomsofmentalillness6. Musthavetransportation7. Musthavespecificdisablingcondition(e.g.,MH,SA,HIV/AIDS)8. Mustshowusemedication

Eachnon-checked(“no”)responsereceives1/2point;eachchecked(“yes”)responsereceives0points.


Wheretolookontherenewalapplication:ApplicationQuestion13Wheretolookonthenewprojectapplication:ApplicationQuestion126.Agency/CollaborativeCapacity(10pointspossible)Brieflyexplainthetypeandlengthofexperienceofallorganizationsinvolvedinimplementingtheproposedproject,includingtheprojectsponsor,housingandsupportiveserviceproviders,andanykeysubcontractors.Describeexperiencedirectlyrelatedtotheirroleintheproposedprojectaswellastheiroverallexperienceworkingwithhomelesspeople.Forprojectscontractingforandoverseeingtheconstructionorrehabilitationofhousing,leasinghousing,oradministeringrentalassistance,describeexperience,asapplicable.Wheretolookontherenewalapplication:ApplicationQuestion14Wheretolookonthenewprojectapplication:ApplicationQuestion137.BudgetandCostEffectiveness(10pointspossible)Doesyourprojectcomparatively“deliver”enoughperpersongivenitscosts?Pleaseexplainhowyourcostsperpersonareallnecessaryandreasonable.Fornewpermanenthousingprojectsonly:DoesthebudgethelpmeettheCoCgoalofemphasizinghousingactivities(percentageofHUDnewprojectdollarsrequestedforhousingactivities[leasingandoperations]versusservicesactivities[casemanagement]notincludingadmin?Wheretolookontherenewalapplication:ApplicationQuestion15Wheretolookonthenewprojectapplication:ApplicationQuestion149.AddressesChronicHomelessPopulation(10pointspossible)HUDdefineschronicallyhomelessas:(1)Anindividualwho:(i)Ishomelessandlivesinaplacenotmeantforhumanhabitation,asafehaven,orinanemergencyshelter;and(ii)Hasbeenhomelessandlivingorresidinginaplacenotmeantforhumanhabitation,asafehaven,orinanemergencysheltercontinuouslyforatleastoneyearoronatleastfourseparateoccasionsinthelast3years;and(iii)Canbediagnosedwithoneormoreofthefollowingconditions:substanceusedisorder,seriousmentalillness,developmentaldisability,post-traumaticstressdisorder,cognitiveimpairmentsresultingfrombraininjury,orchronicphysicalillnessordisability;(2)Anindividualwhohasbeenresidinginaninstitutionalcarefacilityforfewerthan90daysandmetallofthecriteriainparagraph(1)ofthisdefinition,beforeenteringthatfacility;or(3)Afamilywithaheadofhouseholdwhomeetsallofthecriteriainparagraph(1)ofthisdefinition,includingafamilywhosecompositionhasfluctuatedwhiletheheadofhouseholdhasbeenhomeless.PointswillbeforthepercentageofclientstobeservedwhoarehomelessunderHUD’sdefinitionasfollows:

10points–100%servedarechronicallyhomeless(note:PHbonusprojectsmustserve100%chronicallyhomeless)7.5points–70-99%5points–50-69%2.5points–25-49%1point–1-24%0points–0%.


Wheretolookontherenewalapplication:ApplicationQuestion16Wheretolookonthenewprojectapplication:ApplicationQuestion15(staffhavealreadytotaledthesepointsforyou)10.MainstreamResources(10pointspossible)Pleasecheckeachstrategyyourprogramusestohelpclientsaccessfederalmainstreambenefits,includingMedicaid;StateChildren’sHealthInsuranceProgram;TANF(CalWORKS);FoodStamps;SSI;WorkforceInvestmentAct;EmploymentIncome;WelfaretoWorkGrantPrograms;and,VeteransHealthCare.Pointswillbeallocatedasfollows:

10points–7-8strategiesused8points–5-6strategiesused6point–3-4strategiesused4points–2strategiesused2point–1strategyused0points–0strategiesused.

Wheretolookontherenewalapplication:ApplicationQuestion17Wheretolookonthenewprojectapplication:ApplicationQuestion16(staffhavealreadytotaledthesepointsforyou)11.CommunityCollaborationandParticipation(5pointspossible)Pleasenote:Thereisnoneedtosubmitanarrativeresponse.Sub-scoreswillbedeterminedbyHAPstaffbaseduponappropriateHAPanddocumentationfortheperiodfromOctober15,2014tothepresenttime.DoestheapplicantagencyparticipateinHomelessActionPartnershipactivitiesmandatedbyHUD,asfollows?

1. HAPmeetingparticipation:3pointspossiblea. 0points:Agencyattends0%to24%offullHAPmeetings.b. 1point:Agencyattends25%to49%offullHAPmeetings.c. 2points:Agencyattends50%to74%offullHAPmeetingsd. 3points:Agencyattends75%to100%offullHAPmeetings.

2. HMISparticipation:2pointspossiblea. 0points:NodatasubmittedtoHMISb. 1point:HasdatainHMISforsome(lessthan100%)ofhousingprogramslistedinthe

homelesshousinginventoryc. 2points:HasdatainHMISforall(100%)ofhousingprogramslistedinthehomeless

housinginventory.Wheretolookontherenewalandnewapplications:Noquestion/responseontheapplications(staffhavealreadytotaledthesepointsforyouusingrelevantdataontheapplicant’sHAPandHMISparticipation)


LocalEvaluation/ApplicationInstructionsandChecklist1.LOCALPROJECTPROPOSALCHECKLISTDeadline:Friday,August12,5pmSubmitviae-mail(nopapercopies)to:([email protected])&([email protected])

CompletedLocalEvaluation/Applicationforyourtypeofproject:(1)renewal,(2)newpermanentsupportivehousingforchronicallyhomeless,(3)newrapidrehousingforhomelessfamilies,or(4)newcoordinatedentry.

LocalAttachments:MostrecentlycompletedCoCAnnualProgressReport(APR)(renewalprojectsonly)AnyHUDLetterswithHUDMonitoringFindings,dated1/1/15orlater,relatingtoyour

projectincludingfollowcorrespondence(renewalprojectsonly)LatestIndependentAudit,onlyifavailable(allprojects)Summaryofanyagencyclientsurveysorfocusgroupsconductedintheprevioustwo

programyears,onlyifavailable(allprojects)Matchletters,neednotbesubmittedbutmustavailableforHUDreview.

2.HUDELECTRONICAPPLICATION(E-SNAPS)CHECKLISTDeadline:Friday,August12,5pmSubmitviae-snaps:https://esnaps.hud.gov/grantium/frontOffice.jsf(Noneedtosubmitpaperore-mailtoTony&Julie)

ProjectApplication,includingcharts,narratives,andattachments:SF-424ApplicationforFederalAssistanceTheSF-424Supplement,SurveyonEnsuringEqualOpportunitiesforApplicationisforprivate

nonprofitapplicantsonlyandcompletion/submissionofthissurveyisvoluntaryDocumentationofApplicantandSubrecipientEligibility.Allprojectapplicantsmustattach

documentationofeligibility.Subrecipienteligibilitymustalsobeattachedtotheprojectapplication

ApplicantCertificationsHUD-2880,Applicant/RecipientDisclosure/UpdateReportmustbeattachedforeachproject.SF-LLL,DisclosureofLobbyingofActivities(ifapplicable)ApplicantCodeofConduct.TheCodemustbeattachedine-snapsoronfilewithHUDat

www.hud.gov/offices/adm/grants/codeofconduct/conduct.cfmHUD-50070,CertificationforaDrug-FreeWorkplace.

*****PleasecontacttheHAPCoCConsultantat415.458.2460ifyouhaveanyquestions.

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