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Letter of Intent/Part I:Agency Administrative ReviewTechnical Assistance Workshop 2016 CONTINUUM OF CARE FUNDING CYCLE
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AgendaIntroduction
LOI/Part I Process Review
Submittal Sample
Exhibits Review
Attachments Review
One – on – One Technical Assistance
Questions
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IntroductionsNAME, TITLE, AGENCY
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LOI/Part I Process ReviewT EC H N I CA L R EQ U I R EM EN T S
D O C U M E N T P R ES E N TAT I O N R EQ U I R EM EN T S
P O I N T R E D U C T I O N S
R EA L LO CAT I O N O F U N S P E N T F U N D S
E VA LUAT I O N O F A P P L I C AT I O N CO M P O N E N T S
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Technical RequirementsPaper Submittal
◦ Original and Copy, both clearly labeled
◦ Dividers between each exhibit, attachment, and required documents.
◦ Diver must be labeled.
◦ Reference Submittal Sample
USB Submittal◦ Each Exhibit, Attachment, and Required
Documents must be its own file.
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USB Submittal Sample
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Document Presentation Requirements1. Clearly identify which version is the original and which is the copy on the cover page of the
submittal.
2. Tab Dividers will be clearly labeled between each exhibit and attachment.
3. All sections will be numbered separately within tab dividers, in accordance with the Supporting Documents Checklist.
4. Most recent documentation is submitted for each Exhibit and Attachment.
5. Complete all attachments and exhibits per LOI requirements. Do not leave any blank responses without an explanation (e.g., if the question is not applicable, indicate N/A).
6. All documents with a signature block must be signed by the authorized officer(s).
7. All supporting documents must be included in the submission.
8. All supporting documents must be legible.
9. Double-sided.
10. Timely submittal.
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Point ReductionsIn the event that the LOI/ Part I submittal does not meet the Technical Requirements and/or Document Presentation Requirements, the overall score of the Agency Administrative Review will be negatively impacted.
The following is a list of the possible reductions an Agency may receive in their overall submittal of LOI/Part I.
•3 point reduction for late applications.
•3 point reduction for not meeting the Technical and Document Presentation Requirements for original and copy submittal.
•3 point reduction for not meeting the Technical and Document Presentation Requirements for electronic copy on USB flash drive.
•3 point reduction for each incomplete or missing exhibit and/or attachment.
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ReallocationReallocation is a process allowed by HUD that allows CoC to improve its effectiveness by strategically aligning limited funding. The Commission to End Homelessness (C2eH) Executive Committee approved the following Reallocation Policy recommendations on Friday, April 22, 2016:
1. Reallocation from Agency Administrative Review – Projects not able to proceed to LOI/Part II
2. Reallocation of Unspent Funds (review of 3 years of funding/expenditures with 10% or more unexpended)
3. Reallocation of low performing projects – Permanent Supportive Housing (PSH), Rapid Rehousing (RRH), and Transitional Housing (TH)
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Evaluation of Application ComponentsEach project will be rated and ranked per the C2eH approved policy, HUD requirements, and guidelines from the 2016 HUD NOFA .
The following application components will be utilized in this scoring process:
1. Board of Director’s Roster and Resolution (Exhibit 1: Attachment 2)
2. HUD Monitoring letters (Exhibit 1: Attachment 6)
3. Project Performance Review (Exhibit 4)
4. Participation in Local Continuum of Care
5. Leverage & Match (LOI/Part II)
6. Agency Fiscal Audits (Exhibit 3: Attachment 8)
7. Housing First Model Assessment (Exhibit 5)
8. Other HUD requirements, as required by 2016 HUD CoC NOFA
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Submittal Sample
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Exhibits Review
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Exhibit 1: Lead Agency Information FormNumber of Projects
◦ Equivalent to the number of Project applications (e-SNAPs) submitted during 2015 HUD NOFA Cycle.
◦ Equivalent to the number of Project Information Charts to be completed
Total grant Amount for all Project Renewals◦ Equivalent to the grant amounts for all Project
applications (e-SNAPs) submitted during 2015 HUD NOFA Cycle.◦ Example:
Grant A $ 5
Grant B $ 6
Total $ 11
HMIS Agency Contact Person ◦ Person from your agency
◦ Not Rosa Durham or any 2-1-1 Orange County Staff
◦ Should be your Agency Administrator Information
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Exhibit 1: Lead Agency Information Form
Project Information Chart must be completed for each CoC project for which a Project application (e-SNAPs) submitted during 2015 HUD NOFA Cycle. Duplicate Project Information Chart as needed (copy and paste).
• Grant Name of Project and Grant Amount: Same as e-SNAP application
• Program Type: PSH, RRH, TH
• Primary Population Served/Population Preference: Same as e-SNAP application - 3b. Project Description, Question 3 and 3a.
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Exhibit 1: Lead Agency Information Form
There may be duplicate signatures ◦ Example: Person authorized to sign the HUD
application is also the Executive Director of the agency.
Page with signatures should be last page of Exhibit 1.
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Exhibit 2: Terms and Conditions
There may be duplicate signatures ◦ Example: Person authorized to sign the HUD
application is also the Executive Director of the agency.
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Exhibit 3: Financial Assessment
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Exhibit 3: Financial Assessment If No, no further action is required
If Yes, the chart must be completed for each CoC project in which funds were returned in the last 3 years.
◦ Example, if you returned funds in 2012 but not 2013 or 2014 the appropriate answer to select is Yes.
Duplicate charts as needed (copy and paste).
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Exhibit 4: Project Performance Review Acknowledgement
There may be duplicate signatures ◦ Example: Person authorized to sign the
HUD application is also the Executive Director of the agency.
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Exhibit 5: Housing First Model Assessment
Complete the chart for each CoC Project.
The same number of charts that are completed for Exhibit 1 should be completed for Exhibit 5.
These questions are a combination of questions from e-SNAPS from the 2015 CoC NOFA and other CoC in the country.
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Exhibit 5: Housing First Model Assessment
There may be duplicate signatures ◦ Example: Person authorized to sign the
HUD application is also the Executive Director of the agency.
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Exhibit 6: Letter of Intent to Participate in Request for Proposal for New Projects
If No, the following four questions may be left blank.
If Yes, please answer the following four questions.
Regardless of your answer to the first question, ensure that the signatures on the back are complete.
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Exhibit 6: Letter of Intent to Participate in Request for Proposal for New Projects
There may be duplicate signatures ◦ Example: Person authorized to sign the
HUD application is also the Executive Director of the agency.
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Attachments Review
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Attachment 1: Organizational ChartShould include:◦ Board of Directors (in relation to the
organization)
◦ Titles and Names of staff employed by the agency
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Attachment 2:Board of Director’s Roster and ResolutionRoster to include:◦ Name
◦ Position on the Board
◦ Note changes in key members
◦ Include and identify currently homeless or previously homeless individual per HEARTH Act requirement
Resolution must provide authorization to apply for and receive funding from your Board.
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Attachment 3: State Certificate of Status
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Attachment 4: Organization’s Code of ConductCode of Conduct should include HUD required information.
If Code of Conduct has been submitted to HUD prior to November 23, 2015
provide page number of the California look-up listing document
If no Code of Conduct has been submitted to HUD or if the name of the organization or authorized official has changed
include Code of Conduct as Attachment 4
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Attachment 5: 501 (c)3 Certification
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Attachment 6: HUD Monitoring Letter and Close Out Letter
Monitoring Letter lists out of compliance findings.
Close Out Letters list that out of compliance findings have been resolved.
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Attachment 7: A-133 auditApplicable if◦ Agency receives more than $750,000 in federal funding during a fiscal year
If not applicable◦ Still include a tab in the binder labeled Attachment 7 with a note stating “Not Applicable.”
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Attachment 8: Agency Financial Audits by Certified CPA
Exhibit 3 contains the information listed above. If there are no concerns in the financial audits, there is no need to write an explanation.
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Attachment 9: LOCCS screenshots for current Grant (per CoC Project)Include screenshot of Grant Portfolio General Grant Information
◦ Include screenshot for each CoC project for current grant year
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Attachment 9: LOCCS screenshots for current Grant (per CoC Project)
For assistance reference the eLOCCS Getting Started Guide, Section 4.0 eLOCCSScreens
◦ https://portal.hud.gov/hudportal/documents/huddoc?id=eloccsguide.pdf
If eLOCCS does not display the last three years then submit for the years available and indicate what years you were unable to submit.
eLOCCS is not accessible after 5:00pm PST.
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Attachment 10: Close- Out letters from HUD for (3) grants (per CoC Project)
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Attachment 11: Documents supporting Housing First ModelAgency must demonstrate a commitment to the Housing First Model and projects implement a Housing First Model. Please submit the following documents to demonstrate whether your program adheres to a Housing First Model: ◦ Program Rules
◦ Service Plans
◦ Applicable Documents
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One – on – One Technical AssistanceLOI/PART I DRAFT SUBMITTAL REVIEWS
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One – on – One Technical AssistanceCall or email Zulima Pelayo to make an appointment
◦ 714-589-2358
Appointments will not exceed 30 minutes.
Appointments are available on the following dates/time*:◦ Tuesday, May 3rd from 11:00am to 2:00pm
◦ Wednesday, May 4th from 8:00am to 11:00am
◦ Thursday, May 5th from 12:00pm to 3:00pm
*If all appointment slots are filled, we will schedule additional appointments outside of these timeframes.
One – on – One Technical Assistance does not guarantee invitation to participate in LOI/ Part II.
It is the agency’s sole responsibility to submit a complete and accurate LOI/Part I in accordance with the guidelines
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Deadline for LOI/Part IDeadline: Monday, May 9, 2016 by 3:00 pm Pacific Standard Time (PST)
Grace Period: Monday, May 9, 2016 from 3:00pm to 4:00pm PST
Late with Penalty: Monday, May 9, 2016 after 4:00pm PST
Hand delivered to 2-1-1 Orange CountyAttention: Zulima Pelayo1505 E. 17th Street, Suite 108Santa Ana, Ca 92705
LOI/Part I will not be accepted after the end of business day on Monday, May 9, 2016. 211OC’s hour of operation are 8:00am to 5:00pm
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More InformationEmail or call Zulima Pelayo◦ [email protected]◦ 714-589-2358
HUD Exchange:◦ https://www.hudexchange.info/
Specific questions regarding your HUD grant amount, HUD guidelines, etc. should be directed to your local HUD field office representative.
Do not contact the HUD office regarding Orange County’s local application deadlines or process.
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Questions
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