RFQ WEBINARSEPTEMBER 4, 2009

The IndianaHomeless Prevention &

Rapid Re-housingprogram

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Individuals and Families at

eminent risk of homelessness

Individuals and Families living on

street, shelter/ transitional or places

not fit for human habitation

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IHCDA State Allocation: $16,883,827IHCDA Administration (3%): $506,515CoC Award Total: $16,377,312CoC Region Sub Recipient HPRP Allocation

1 Housing Opportunities, Inc. $877,7291A Midwest Health Visions and

Continuum of Care NWI $ 1,049,5222 Center for the Homeless and

Madison Center $582,0002A Center for the Homeless $996,5683 Community Action of Northeast Indiana $1,414,0634 Area IV on the Aging and Community

Action Programs $857,136

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CoC Region Sub Recipient HPRP Allocation

5 Center Township of Howard County $674,7516 Bridges Community Services, Inc. $1,380,1847 Housing Authority of Terre Haute $885,9428 BEHAVIORCORP $582,0008A United Way of Central Indiana $2,309,2379 Dunn Mental Health Center, Inc. $582,00010 Centerstone of Indiana, Inc. $748,58611 Human Services, Inc. $711,98912 Aurora, Inc. $1,472,60913A Blue River Services, Inc. $670,99613B Community Mental Health Center, Inc. $582,000Total $16,377,312

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Grant AgreementsAgreements were electronically issued on

September 3rd and sent in hard copy as well. Each agreement is to be returned with two signed original copies and a budget in the IHCDA format.

Agreements will be signed at IHCDA upon review and approval of the submitted budgets.

Sub grantees may begin expenditures as of the date of contract execution but the account will not be funded until October 1, 2009.

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AgreementsBecause of the short time frame, no alterations

in grant agreements are possible.Sub grantees are responsible for all required

reporting; please be aware that HUD and OMB continue to change and/or add reporting elements.

At a minimum, Sub grantees should expect to submit separate fiscal and HMIS information.

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Grant Agreement Packet: Two copies of the Sub grantee Agreement Exhibit B – Budget. Submit only the requested

detail but also have submitted the detailed budget electronically.

Exhibit C – Drug Free Workplace Certification.

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Grant Agreement Packet: IRS W-9 Form Board Resolution Form Authorized Signature Form Direct Deposit Form Certification of Local Approval

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Certification:Some sub grantees operate within the

jurisdiction of a city with its own Consolidated Plan. If you are such an agency, please note that a Certification of Local Approval form that must be completed by an authorized representative of the city and returned with your grant agreement.

All packets contained a copy of this certification: it is not necessary unless you have a location within such a city.

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Agreement:Execute the agreement and return both copies.Complete the exhibits and return one copy.Submit the Board ResolutionComplete two original copies of the Signature

FormSubmit one copy of the Direct Deposit form.Submit completed IRS W-9 formReturn to Rodney Stockment at IHCDA ASAP.

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Next?HMIS Agreement: Specific agreement for the

HPRP version of HMIS. Includes an allocation of user licenses.

Bank Account: Information on separate bank account requirements will be provided. This is an IHCDA requirement for HPRP Sub grantees.

Financial Reporting: Use of the DMS system for financial reporting will be available.

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HMIS: The HPRP HMIS agreement covers the user

fees for any personnel designated by the Sub Grantee.

In general, three user licenses are assigned for each $500,000 of grant. The licenses will be valid for the full 36 months of the agreement and may be re-assigned to personnel as needed.

Each individual user must complete a User agreement and Confidentiality agreement prior to the assignment of a password.

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HMIS:The HPRP license is distinct from the HUD

McKinney-Vento and/or the Family Development Network HMIS. Users of other HMIS program types will have to log off of one and log on to the other.

Specific HPRP HMIS training will occur during the 3 day September training but will also be available via on line webinars.

There will be dedicated HPRP HMIS support staff distinct from the regular HMIS personnel.

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Vendor Contracts:IHCDA strongly recommends that Vendor contracts

be executed with vendors who have a central and enduring relationship with your HPRP program.

A vendor contract is not required to pay for rental assistance, utility payments, etc.

If a vendor contract is in place, the vendor is subject to the Drug Free Workplace requirements if they receive more than $25,000. You need to preserve these certifications along with the contract.

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Vendor Contracts:IHCDA will supply a model Vendor Contract.

This model contains all required language and is to be used by all Sub grantees.

Exceptions may be submitted for review. If submitting your own contract, please provide information about contacting your Corporate Counsel so that direct attorney to attorney discussion may occur.

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Vendor Contracts:The IHCDA Vendor Contract is structured as a

Professional Services Contract. It defines the consideration, term, compliance requirements , provision for cancellation and reporting requirements of a HPRP vendor.

Exhibit A described the Scope of Work or the specific services to be provided

Exhibit B defines the payment and completion agreement.

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Vendor Contracts:The contract must be specific to the HPRP and

limited to the length of the sub grantee agreement (or less.)

The Sub grantee is designated as the “Lead Agency” in the contract. This model should work in almost all situations.

Executed vendor contracts are kept by the Sub Grantee and are subject to monitoring.

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Training:Training is September 22, 23 and 24, 2009 at

the Indiana Community Action Association, 1845 W. 18th Street, Indianapolis, IN 46202. See the web site for directions: www.incap.org.

A letter allowing attendees to receive the State rate for accommodations is available.

Lodging is available nearby at University Place, 850 W. Michigan (317 269-9000) and Candlewood Suites, 1152 N. White River Parkway – West (317 536-7700.)

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