2012 COC Program HUD NOFA Presentation

November 30, 2012

Agenda

2012 COC Program HUD NOFA Application Process Overview

COC Application Project ApplicationsTimelineResources

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NOFA Overview: 2012 COC Program Application Process

The Application to HUD consists of COC Application and Project Application. COC Application, formerly Exhibit 1 – completed by COC

(DHS). Project Application, formerly Exhibit 2 – completed by

Project Applicants (Providers). All applications must be submitted through e-snaps.

Make sure you have an active e-snaps username and password! e-snaps help can be found here.

Make sure that your DUNS is accurate in e-snaps and your registration status in SAM (formerly CCR) is active. DUNS and SAM information is here.

All Project Applications are due in e-snaps by December 18, 2012 by 5:00 pm.

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COC Application: Content and Scoring

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MaxScore

COC Performance 34

COC Strategic Planning 55

COC Housing, Services, and Structure 14

Leveraging 6

HMIS 13

PIT count data 8

Total 130

Bonus points 4

Minimum score to get new projects funded 97

COC Application COC Operations, Committees, Member Organizations,

Project Review and Selection Process, HIC HMIS - Bed and Service Volume Coverage; Data Quality;

Data Usage; Data, Technical, and Security Standards, Training, PIT count

Discharge Planning – Foster Care, Health Care, Mental Health, Corrections

COC Coordination – ConPlan, ESG, VA, Youth, HOPWA, Educational Assurances, Centralized & Coordinated Assessment System

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COC Application: Strategic Planning Objectives

1. Create New Permanent Housing Beds for Chronically Homeless Persons

2. Increase the Percentage of participants remaining in CoC funded permanent housing projects for at least six months to 80% or more.

3. Increase the percentage of participants in CoC-funded transitional housing that move into permanent housing to 65% or more.

4. Increase percentage of participants in all CoC-funded projects that are employed at program exit to 20 percent or more.

5. Increase the percentage of participants in all CoC-funded projects that obtained mainstream benefits at program exit to 20% or more.

6. Decrease the number of homeless individuals and families.

7. Intent of the CoC to reallocate SSO and TH projects to create new PH projects.

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COC Application: FY11 Achievements

1. Create new permanent Housing Beds for the chronically homeless

2. Increase the percentage of homeless persons staying in PH over 6 months to at least 77%

3. Increase the percentage of homeless persons moving from TH to PH to at least 65%

4. Increase the percentage of homeless persons employed at exit to at lest 20%

5. Decrease the number of homeless households with children

6. Length of stay, recidivism, outreach, prevention.

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COC Application: FY11 Achievements

1. Chronic Homeless progress

2. Housing performance

3. Cash Income

4. Non-cash benefits

5. Energy Star

6. Section 3 Employment

7. CoC effort to improve access to mainstream programs

8. Homeless Assistance providers enrollment and participation in mainstream programs

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Project Application (Exhibit 2):

Renewal Projects PH TH SH SSO HMIS

Bonus Reallocation COC Planning

Project Application: Threshold Criteria

To be eligible for funding projects must meet the minimum standards for

Project eligibility Timeliness Performance

HUD will be reviewing LOCCS, APRs and information from the field office about

Outstanding obligations to HUD Audit findings with overdue or unsatisfactory response History of inadequate financial management Evidence of untimely expenditures History of other major capacity issues

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Project Application Submission Process in E-snaps

1. Complete the Project Applicant Profile

2. Access the Application in e-snaps

Funding Opportunity Registration

Create Project Application

3. Complete and Submit the Renewal Project Application Project Application Part 6: Performance Measures Project Application Part 7: Budget Information

Detailed instructions on completing the project application can be found here.

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Step 1: Complete the

Project Applicant Profile - Attachments

Applicant/Recipient Disclosure/Update (HUD form 2880): HUD requires that you submit one 2880 per project annually, even if nothing has changed from previous year.

Code of Conduct (even if already on file with HUD, please attach it again).

SF-LLL - Disclosure of Lobbying Activities (even if not applicable, attach a document stating not applicable).

HUD-50070 – Certification for a Drug-free Workplace.

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Step 1: Complete the Applicant Profile - The Completed Project Applicant Profile

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Project Application: Part 1 SF424 5B – be sure to enter expiring grant number 19 - asks the following “Is the Application

Subject to Review By State Executive Order 12372 Process”. Answer is “b. Program is subject to E.O. 12372 but has not been selected by the State for review.”

Form 1F – if the declaration isn’t checked, the rest of the application will not become visible

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Project Application: Part 3 Project Information Form 3A,

2a COC Number and Name: NY-600 New York City COC.(This field was pre-populated in FY2011. Be sure to enter our COC).

4 Project status – leave as default “standard” Form 3B –

2 -NYC CoC is not eligible to serve youth under category 3

4b -TH should not select “unlimited” when indicating length of rental assistance

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Project Application: Part 4 Housing, Services and HMIS Form 4A

1 Education Services– if you serve children, answer “yes”, if you do not serve children, answer “not applicable”

4-7 Outcome measures – describe how outcome measures will be achieved. Acknowledge needs of target population and how those will be addressed.

Form 4B Total beds = total CH beds + total non-CH beds at a

point in time when project is at full capacity Studio or efficiency = 1 unit, 1 bedroom, 1 bed

Form 4C – HMIS Contact Nicketa (nnusum@dhs.nyc.gov) if you need

assistance

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Project Application: Part 5 Participants and Outreach Information Form 5A- Households

New age categories: under 18, 18-24, 24+ now 24+ New household categories: Households with adults

and children, households with no children, households with only children

Form 5B - Subpopulations Mutually exclusive: Chronically homeless non-

veterans, Chronically homeless veterans, Non-chronically homeless veterans. PICK ONE!

May Contain Duplicate Entries: chronic substance abuse, persons with HIV/AIDS, severely mentally ill, victims of DV

Numbers reflect point in time at full operating capacity, not number served over the year

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Project Application: Part 5 Participants and Outreach Information Form 5C- Outreach

1 - % persons served from various locations. NOTE: not all locations are appropriate for all component types.

Make sure you are indicating that you are outreaching to individuals who meet HUD’s

definition of homelessness!

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Project Application: Part 6 Performance

Form 6A- Income – all component types choose one of the

two performance measures. Earned income should only include income from wages and investments, not public benefits.

Universe – total # of persons about whom the measure is expected to be reported.

Target - # of applicable persons who are expected to achieve the measure within the operating year.

Target % - will calculate automatically but caution against having target % lower than HUD’s threshold.

See training module21

Project Application: Part 7 Budget Form 7A-

Must use information from the GIW to complete all forms.

Match must = 25% of total grant request including Admin but excluding leasing costs. Match is not on line items but total budget

Form 7C – Leased Units Budget New this year for projects requesting Leased Units

costs Form 7D – Leased Structures Budget

New this year if Leased Structures budget cost is selected

See training module

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Project Application: Part 7 Budget Form 7E – Short-term/Medium-term Rental Assistance

Pre-populates type of rental assistance from Form 3B. Have to go to Form 3B if need to change.

Form 7F – Long-term Rental Assistance Pre-populates type of rental assistance from Form

3B. Have to go to Form 3B if need to change. Form 7G – Supportive Services Budget

“Other” no longer allowed Case Management will be capped at 20% for Bonus

projects Form 7H – Operations Budget

“Other” no longer allowed

See training module

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Project Application: Part 7 Budget

Form 7J – Summary Budget Admin – Can enter up to 10%, but request no more than 7% so

NYC COC can earn 2 points.

Match• must be completed in order to submit • must equal minimum of 255 of “total assistance plus admin

requested” minus amount requested for leased structures and units

• Must qualify as eligible program expenses under CoC Rule

Form 7K – Sources of Leverage Required for New Projects by HUD, but CoC is

requiring for renewals as well to earn pointsSee training module

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Final Tips Please read the e-snaps Training

Modules carefully! Attach all required documents. Double check budget line items, total

budget figures, and expiring grant #s match the GIW.

Final Project Application deadline: 5:00 pm on December 18, 2012.

We encourage you to submit by December 14th to ensure there are no technical glitches!25

Resources: Gather Information

Visit www.hudhre.info to: Download a copy of the NOFA Read all of the relevant training modules and

detailed instructions. View Frequently Asked Questions Visit www.nychomeless.com for updates and

announcements

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Timelines Renewal Projects

12/18/2012 – Project Application due into e-snaps

1/3/2013– Notification if Project Application has been accepted or rejected

Bonus/ Reallocation Projects 11/30/2012- New Project RFP released 12/7/2012- RFPs Due

• Hand deliver or mail 1 original and 4 copies by 5:00 pm to Merih Anil or Aleida Valentin, Department of Homeless Services, 33 Beaver Street, 20th Floor, New York, NY 10004

12/12/2012 - Decision on Project(s) to be submitted to HUD for funding

12/18/2012 – Project Application for selected projects due into e-snaps

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Resources: Ask a Question

The HRE Virtual Help Desk is available to assist with e-snaps issues. Go to http://www.hudhre.info/helpdesk and submit your question.

E-mail Merih Anil regarding Project Application submissions: manil@dhs.nyc.gov

Contact Nicketa Nusum with HMIS related questions. nnusum@dhs.nyc.gov

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