2014 - 2016 OPEN CFP: GUIDE TO SUPPORT SERVICE PROJECT ...€¦ · 2014 – 2016 Open CFP: Guide to...

2014 • 2019 Homelessness Partnering Strategy2014 • 2016 Open CFP: SUPPORT SERV ICE

METRO VANCOUVER

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

JULY 25

2014APPLICATION GUIDE

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

2014 - 2016

OPEN CFP: GUIDE TO SUPPORT SERVICE

PROJECT APPLICATIONS7 / 2 5 / 2 0 1 4


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2014 – 2016 Open CFP: Guide to Support Service Project ApplicationsEach of the four application types features a specific application form. This Application Guide is specifically for Support Service project proposals and the related forms: Support Service Appli-cation Form 2A, and Support Service Application Form 2B.1.

Table of ContentsSS 1. Support Service Call For Proposals Summary 3SS 2. Eligible Priorities And Activities 5SS 3. Definitions 6SS 4. Eligible Costs 7SS 5. Ineligible Project Activities and Costs 14Ss 6. Guide to Support Service Application Forms 16 SS 6.1 • Form 2A Section 2.1 • Lead Applicant Organization Information 16 SS 6.2 • Form 2A Section 2.2 • Business Information 17 SS 6.3 • Form 2A Section 2.3 • Accounting, Insurance, Debts, Lobbying and

Public Service Employee Involvement 18 SS 6.4 • Form 2A Section 2.4 • Legal Signing Officers 19 SS 6.5 • Form 2A Section 2.5 • General Support Service Project Information 20 SS 6.6 • Form 2A Section 2.6 • Profile of Intended Client Populations Served 21 SS 6.7 • Form 2A Section 2.7 • Project Logic 23 SS 6.8 • Form 2A Section 2.8 • Project Narrative 24 SS 6.9 • Form 2A Section 2.9 • Applicant Qualifications & Sustainbility Plan 25 SS 6.10 • Form 2A Section 2.10 • Matching Contribution and Partnership Summary 27 SS 6.11 • Form 2A Section 2.13 • Declaration 28 SS 6.12 • Form 2B.1 • Support Service Project Budget Negotiation Notes 28 SS 6.13 Declaration 31 SS 6.14 Appendix A Submission Checklist 31-32SS 7. Proposal Evaluation Criteria 33-34


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Funding Objective: To implement the approved 2014 – 2019 Homelessness Partnering Strategy Community Plan for the Metro Vancouver region. (See HPS CFP General Guide I & II and below for applicable priorities and activities)

Eligible HPS Community Plan Priorities:

• To improve the self-sufficiency of homeless individuals and families and those at imminent risk of homelessness through individualized services. Individuals who are homeless or imminently at risk that are not part of the Housing First program are eligible client types for this priority.

Eligible Activities: • Housing placement (outside of Housing First)• Connecting clients to income supports• Pre-employment support, and bridging to the labour

market• Life skills development (e.g. budgeting, cooking)• Supports to improve clients’ social integration• Culturally relevant responses to help Aboriginal clients• Connecting clients to education and supporting success• Liaise and refer to appropriate resources• Housing loss prevention (only for individuals and families

at imminent risk of homelessness)• Basic or urgent needs services

Intended Beneficiaries of Activities:

•Homeless individuals & families•Individuals & families at imminent risk of homelessness

(See Call for Proposals HPS CFP General Guide II: Eligible Populations, Communities, and Program Definitions)

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

Maximum Funds Available: Jan – Mar 2015: Approximately $ $460,000Apr – Mar 2016: Approximately $ 680,000Apr – Sept 2016: Approximately $ 300,000

Continues on next page

SS 1. Support Service Call For Proposals Summary


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Eligible Applicant Organizations:

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

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

and Conditions.

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

Deadline for Applications: 4:00 pm September 5, 2014 (See HPS CFP General Guide I and below for submission requirements)

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

PLEASE NOTE: The HPS eligible priorities are organized into four application categories: This guide is specific

to the Support Service Projects HPS application category. For Application Forms and Guides for other HPS-eligible activities, visit http://www.metrovancouver.org/planning/homelessness/


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SS 2. Eligible Priorities And ActivitiesThis application type is specific to the HPS Community Plan priority:

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

Eligible activities are limited to the following:

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

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

• Connecting clients to income supports• Pre-employment support, and bridging to the labour market

CFP INFORMATION SESSIONS (BY FUNDING CATEGORY)

Information sessions for each application category will be offered August 11 – 22, 2014. It is strongly recommended that prospective applicants attend the information session of their specific funding category or categories. Registration required by August 1. To register, please write to [email protected] with “HPS CFP Info Session Registration” in the subject line with the application area(s) you are interested in, your name, organization and the number of people who will attend. Full list of dates and application categories

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

STRONGLY RECOMMENDED • REGISTRATION REQUIRED by August 1st

Support Service Projects *Information Session Registration: [email protected] SubjectLine: HPS Support Service information Queries contact: [email protected] Electronic Submission of Application: [email protected] SubjectLine: HPS Service application submission

*REGISTRATION REQUIRED by August 1st.


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• Life skills development (e.g. budgeting, cooking)• Supports to improve clients’ social integration• Culturally relevant responses to help Aboriginal clients• Connecting clients to education and supporting success• Liaise and refer to appropriate resources• Housing loss prevention (only for individuals and families at imminent risk, as with all

support service activities)• Basic or urgent needs services

To apply for funds to implement Support Service support services, eligible and prospective applicants are strongly encouraged to register for the appropriate information session held between the August 11 - August 22 2014 at [email protected]. Applicants must download the HPS Support Service Support Services Application Forms, General Guides I & II and links to resources on the Support Service approach are available here:

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

Organizations awarded HPS funds will be required to report on the indicators listed in Section 2.7 “Project Logic” of the Support Service Application Form 2A through Homeless Individuals and Families Information System (HIFIS). Agreement holders will be assisted with installation and/or set up where required.

SS 3. DefinitionsSome definitions are provided below; however this is not a comprehensive list of all pertinent definitions for the HPS Support Service criteria. Full HPS definitions are available at http://www.metrovancouver.org/planning/homelessness/ in the 2014 HPS CFP General Guide II: Eligible Populations, Communities, and Program Definitions.

Housing Loss Prevention Services – Services referring to activities that help prevent those who are currently housed from becoming homeless, through services such as utility payments, emergency one-time rental deposits, and landlord/tenant mediation. This also includes helping people move to more appropriate housing when needed.

Life Skills Training – Training related to the development of effective life skills, promoting greater self-sufficiency and/or improved coping abilities; they include sessions on healthy relationships, effective communications, parenting skills and anger management skills.

Sustainability – All activities proposed for HPS funds must demonstrate that their activities are sustainable. HPS considers projects sustainable when either the project activities or benefits achieved as a result of the project activities continue after the HPS funding has ended. Within Support Service, sustainability occurs at the client and program levels. Sustainability for clients


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means ensuring that Support Service clients have successfully moved to mainstream or other services not funded by HPS or that there are plans in place to transition all existing HPS Support Service clients to services that will continue after the HPS funding has ended. Sustainability at the Support Service program level means working with partners and other funders to ensure that the programs are sustainable in the long term. Further details provided in “Form 2A Applicant Qualifications & Sustainability Plan” in section SS 6 “Guide to Support Service Application Forms”.

Transitional Housing – Housing facilities that provide services beyond basic needs and that, while not permanent, generally allow for a longer length of stay than emergency housing facilities (up to three years). These facilities offer more privacy to residents than emergency housing. Transitional housing is targeted to those in need of structure, support, and/or skill-building to move from homelessness to housing stability, and ultimately to prevent a return to homelessness. Transitional housing can be used with non-Housing First clients.

SS 4. Eligible CostsThe only Support Service costs or expenditures that will be considered during this call for proposals are those eligible under HPS, serve the HPS Support Service client types, and are directly delivering outcomes of the eligible activities above (or enable outcomes through provision of administrative support for the eligible activities above). All proposed costs must directly deliver outcomes of one or more of the eligible activities selected in Form 2A Section 2.7 “Project Logic”. Breakdown and details of each cost must be presented in the Support Service Form 2B.1. Instructions are provided below and in the Form 2B.1.

HPS funds may be proposed for the costs listed below. Please note, some limitations apply under the specific funding categories. The following expenditures may be proposed under these two broad cost categories:

1. Direct Project Costs – costs connected directly with project activities2. Administrative Costs – costs that support the delivery of project activities

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

1A Staff Wages / Salaries” includes wages and salaries paid to direct project staff directly delivering project outcomes. In addition, Mandatory Employment Related Costs (MERCs) can be included. MERCs refer to payments an employer is required by law to make in respect of its employees such as EI and CPP/QPP premiums, workers’ compensation premiums, vacation pay and Employer Health Tax. Benefits


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refer to payments an employer is required to make in respect of its employees by virtue of company policy or a collective agreement. Examples of Benefits include contributions to a group pension plan or premiums towards a group insurance plan. The maximum amount allowable for MERCs and Benefits per employee is 22.5% of the total salary. Requests for increases are reviewed on a case by case basis.

1B “Client-Specific Costs” from client participation in a proposed project (funds received cannot be re-distributed to clients);

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

b. Training: Participant fees for attending external general skill-building, pre-employment support and self-sufficiency related training in support of clients to achieve project outcomes (training not delivered by the applicant). For example, participant fees for life skills development training, participant fees for session on healthy relationships, effective communications, parenting skills, anger management, etc.

c. Materials and supplies: Materials, supplies, books and testing materials to be used by clients and/or for clients in achieving project outcomes. Example, items that would be provided to or used by clients through HPS funded programs, courses, skill development, pre-employment sessions, etc. While this may still include food supplies, laundry supplies, cleaning supplies, personal or household items, clients would be provided items as part of an activity to achieve outcomes other than provision of basic or urgent needs. Harm reduction related activities are ineligible under HPS, for example purchase, storage, distribution provision and/or supervised use of materiel and/or supplies in support of harm reduction (e.g. needles, alcohol, drugs, substitutes, etc.) is ineligible.

d. Client travel & transportation: travel costs that are associated with clients attending appointments, attending courses, which result in project outcomes and are in support of the client achieving their own goals.

e. Client living expenses: basic or urgent needs, exclusive of costs applicable to other categories.

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


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1C “Professional Fees” costs of contracting services where contracts are valued at $25,000 or higher and require a competitive process to recruit professionals to deliver the service, and is not carried out by staff otherwise employed by the applicant.

a. Professional fees: The service must directly deliver outcomes of the proposed project. For example, recruitment of housing placement worker expertise, employment specialists working under contract for the applicant, providing guidance to clients to support connection to the labour market. All HPS Contribution Agreement holders must demonstrate a fair and transparent process in procuring goods and services.

b. Legal fees: fees associated with review and preparation of legal documents necessary to deliver project outcomes. For example, legal assistance to clients to prepare legal documents. Legal fees not directly supporting project outcomes but necessary for the administration of the project must be excluded from this category, and may be proposed under category 2B: Administrative Services.

1D “Other Direct Project Costs” costs other than professional fees, participant costs, staff wages and benefits that directly deliver the project outcomes. This includes:

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

b. Professional development: for project staff, including staff training for staff directly delivering project outcomes where training will affect project outcomes. Includes courses required by staff to ensure the success of the project. Includes crisis intervention, motivational interviewing, disability related issues, anti-oppression, conflict resolution, cultural sensitivity training. Must not be part of routine development courses required by the organization’s policies. Provide details on number of staff, type of course / training & how it enhances delivery of the project outcomes. Routine development courses required by organization’s policies, and other administrative or management related professional development must be excluded from this cost category, but may be included in category 2B: Administration Services. Training or professional development related to management, administration or not directly affecting staff delivery of project


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outcomes may not be included here, and may be proposed under category 2B: Administration Services. (May not overlap with regional Housing First Readiness activities. See General Guide I available at http://www.metrovancouver.org/planning/homelessness/).

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

d. Materials and office supplies: other materials and office supplies that are necessary to deliver project outcomes. Include here materials and office supplies required to deliver project outcomes. Materials and supplies that do not directly contribute to project outcomes, and are related to the administration of the project or related to ‘head office’ or a central office, must be excluded here. It may be proposed in category 2C: Administration Infrastructure.

e. Equipment: rent, lease or purchase of equipment valued at less than $1,000 per item, which are required to deliver project outcomes. This includes computers, fax machines, etc.; meter charge for photocopies. Please note that repair and maintenance cost items that are administration related are included in Administrative Costs.

f. Technology: computer software and other information technology requirements to deliver project outcomes (other than internet or phone, which may be proposed elsewhere). Software may not inhibit reporting to the Homelessness Electronic Information Reporting Network (HERIN) or the Homeless Individuals and Families Information System (HIFIS). Technology that does not directly contribute to project outcomes, and is related to the administration of the project or related to ‘head office’ or a central office, must be excluded here. It may be proposed in category 2B: Administration Services.

g. Travel: staff, consultant and volunteer travel as required to deliver project outcomes. This may include travel costs for a case manager to accompany clients to appointments that support the client to achieve their own goals,


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or travel costs of case managers to provide support services at the home of a client. For example, costs of an HPS-funded case manager to accompany clients to meetings and appointments in support of the clients’ goals and needs. Staff or volunteer travel that is related to administrative meetings, management related, or to ‘head office’ or a central office, must be excluded here. It may be proposed in category 2B: Administration Services. If applicable, client travel costs would be included in category 1B: Client Costs. Travel that is related to staff that are not directly delivering project outcomes may not be included here. It may be proposed under category 2B: Administration Services, if it is necessary for the management or administration of the project

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

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

j. Postage & courier fees: as required to deliver the project outcomes. Postage and courier fees for administrative requirements for the project may not be proposed here. If eligible, they may be proposed under 2B: Administration Services.

k. Membership fees: memberships, individual or organizational, affiliation fees, business licences and permits required to deliver project outcomes. Specify the organizational memberships, affiliations, licences and/or permits and their purpose in delivering project outcomes.

l. Advertising: signage, advertising in newspapers, magazines, costs of designing and distributing brochures that are required to deliver project outcomes.

m. Conferences: attendance fees and costs of direct project staff attend necessary for the delivery of project outcomes. Specify the conference and their purpose in delivering project outcomes.

n. Furniture: furniture under $1,000 (before tax) per item that is necessary to deliver project outcomes. Furniture over $1,000 per item may be proposed under 1E: Capital Assets up to a maximum of $5,000.


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

p. Transition / wind-down costs: costs such as early termination of a lease, that are incurred leading up to the end of the HPS Contribution Agreement such that the end of the agreement does not result in an increase in homelessness.

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

1E Capital Assets” Items over $1,000, per item excluding taxes. Under the HPS, this includes computers, furniture, appliances used to deliver project outcomes. Please note: The maximum amount for capital assets in support service projects is $5,000, excluding taxes, per project. For support services, requests to exceed this limit will be considered on a case by case basis and only under exceptional circumstances where increase would result in a significant increase in the number of clients and outcomes achieved

a. Capital assets more than $1,000 per item (excluding taxes) required for the delivery of project outcomes. By default, all capital assets remain the property of the Recipient at the end of the project, unless an agreement for their disposition is prepared. List all capital asset purchases. Provide list of individual assets and specify which will not remain with the recipient at the end of the project.

b. Furniture of more than $1,000 per item (excluding taxes) required for the delivery of project outcomes. For example, furniture for client training room.

c. Appliances of more than $1,000 per item (excluding taxes) required for the delivery of project outcomes. For example, appliances for client training room.

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

2A. “Staff Wages / Salaries” includes an appropriate proportion of the wages and salaries paid to project staff not directly delivering project outcomes, but necessary for the delivery of the project. In addition, Mandatory Employment Related Costs (MERCs) can be included. MERCs refer to payments an employer is required by law


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to make in respect of its employees such as EI and CPP/QPP premiums, workers’ compensation premiums, vacation pay and Employer Health Tax. Benefits refer to payments an employer is required to make in respect of its employees by virtue of company policy or a collective agreement. Examples of Benefits include contributions to a group pension plan or premiums towards a group insurance plan. MERCs and Benefits together in total may not exceed 22.5 % of total salary per employee. Requests to exceed this limit will be reviewed on a case by case basis.

2B. “Administration Services” costs and related fees of accounting, auditing, legal arrangements, and human resource related activities necessary to implement HPS eligible activities, but not directly delivering the project outcomes. This includes audit fees, bank fees, contracting, legal fees, management and administration staff wages for staff not directly delivering project outcomes, professional development for management and administrative staff, project staff and volunteer travel not to deliver project outcomes but required for management and administration of the project.

a. Professional Fees: audit and/or legal fees necessary to administrate the project, where contracts are $25,000 or higher per contract and recruited through a competitive process. Please note: where applicant organizational policy does not obligate regular audits, an audit will have to be carried out for HPS purposes. All HPS Contribution Agreement holders must demonstrate a fair and transparent process in procuring goods and services.

b. Professional development: for management and administrative staff listed in 2A of this form. To cover basic training needs as per organizations’ existing policies or relevant public policies and administrative or management professional designations (please submit applicable organizational policy document with application). Includes health and safety, first aid, CPR.

c. Contracting: for services less than $25,000 per contract, where contracts are necessary for the administration of the project (procurement requirements to be determined upon negotiation). For example, bookkeeping services, security services, janitorial services. All HPS Contribution Agreement holders must demonstrate a fair and transparent process in procuring goods and services.

d. Technology: information and technology maintenance for equipment necessary for administration of the project (not internet or phone). Purchase excluded. Purchase of equipment necessary for the administration of the project is not an eligible cost.

e. Travel: staff and volunteer travel necessary for the administration of the project. Travel for meetings, board meetings and other travel necessary for project administration but not directly delivering project outcomes.


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f. Printing: operational printing contracted externally necessary for the administration of the project. For example, business cards, letterhead, printing of project brochures, relevant for the project.

g. Internet & telephone: basic telephone fees (including fax lines) and monthly internet fees necessary to administrate the project. Includes web hosting.

h. Postage & courier fees: As required to administrate the project

i. Insurance: fire, theft or liability necessary to administrate the project. Excludes insurance applicable to direct project activities such as housing set-up for clients.

j. Bank fees for the project, or an appropriate portion of the organizational bank fees required to administrate the project.

2C. “Administration Infrastructure” costs or expenses incurred for services rendered to the applicant for maintaining and operating a physical space and equipment to enable implementation of HPS eligible activities. These include costs such as rental or lease of office space, repairs and leasehold improvements, office equipment repair and maintenance, and materials and supplies necessary for the administration of the project.

In all cases, periodic results reports will be required of all projects awarded HPS funds.

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

SS 5. Ineligible Project Activities and CostsThe following activities and costs are not eligible for HPS Support Service funding:

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

homeless or at imminent risk of homelessness• Providing service to individuals who are not eligible Support Service clients

Under all activities and Homelessness Partnering Strategy funding streams• Building, renovating or repurposing facilities for Affordable housing• New construction or purchase of facilities for emergency shelters (except under the

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


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

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

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

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

• Harm reduction and related activities

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

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

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

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

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


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SS 6. GUIDE TO SUPPORT SERVICE APPLICATION FORMS

SS 6.1 • Form 2A Section 2.1 • Lead Applicant Organization Information

This section captures all the basic information about the lead applicant organization.

ITEM EXPLANATION

Organization Type Indicate whether the lead applicant is a not-for-profit organization, an individual, municipal government, a for-profit enterprise, a research organization or institute, a public health and educational institution, a Band/tribal council, or an Aboriginal organizations.

If more than one type is applicable, select the type that is most relevant to the activity proposed for HPS funding, and elaborate further in the applicant qualifications section in Support Service Application Form 2A .

Legal Name Enter the legal name of the organization that will be the contract holder with the GVRD, should the proposal be approved.

Street Address Enter the street address of the sponsoring organization. This address would also be used for correspondence regarding the proposed project.

Unit number Enter the suite, floor or other sub-address.

Website Provide the relevant organizational website address.

Organization’s email address Provide the general email address of the sponsoring organization.

Contact Name Provide the name of the person to be reached to discuss the project described in the application. This should be a person who knows the details of the application and can answer all questions and not just some.

Contact title Provide the position title of the Contact Name given above.

Contact email address Enter the email address for the contact person.


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SS 6.2 • Form 2A Section 2.2 • Business Information

This section gathers information to verify the legal status and profile of the applicant and union obligations.

ITEM EXPLANATION

Incorporation number Enter the registration number given by the BC Corporate Registry when your organization was incorporated.

Society Number If you are a registered society, enter here the number you were given when you registered your society under the Society Act of BC.

Incorporation date Enter the date when the sponsoring organization was incorporated.

Business number (Canada Revenue Agency)

Enter the business number you were given when you registered your organization with Canada Revenue Agency.

GST Number & GST rebate percentage

Most registered non-profits are eligible for a public service (PSB) rebate on the federal part of the GST, paid or payable on eligible purchases and expenses. Similarly, most non-profits are eligible for a rebate of the provincial part of the GST, if they are residents of a participating province. If you are eligible for such rebates, enter the net percentage of your GST payable.

In cases where the lead applicant does not have a GST rebate percentage, they must initiate the necessary processes with CRA to determine their rebate percentage. If it is still not known at the time of submission, applicants are to enter a zero value. During due diligence, CE staff will follow up with applicants on the final rebate percentage.

Registered Charitable Tax Number

Enter the charitable tax number you received from Canada Revenue Agency for income tax purposes when you registered with them as a registered charitable organization.

Number of employees Enter the total number of employees under the payroll of the sponsoring agency, including management.

Is a union concurrence required for this project?

Indicate whether your organization has an ongoing contract with a registered labour union as related to the proposed project.

If yes, have you obtained union concurrence?

If you respond “yes” to the above question, then please submit a copy of documentation of the union’s concurrence with the HPS funding proposal with your application.


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SS 6.3 • Form 2A Section 2.3 • Accounting, Insurance, Debts, Lobbying and Public Service Employee Involvement

This section describes how the lead organization accounts for its funds, the insurance the organization has in place, any debts owed to a department or agency of the Government of Canada, as well as the lobbying activities of any member of the organization. The purpose of this section is to gauge the systems the applicant has in place to manage funds, how the organization manages its debts, and the disclosure of lobbying to ensure that no conflict of interest will arise as a result of receiving HPS funding.

ITEM EXPLANATION

Is your accounting done internally or externally?

Indicate whether your organization’s accounting is done internally or externally.

External accounting details Provide the name of the firm, contact and telephone number in case of external accounting.

Manual or computerized accounting system

Select whether your organization’s accounting system is done manually or using computer software.

Name of accounting software Where accounting is done with a computer, please provide the name of the software.

Fiscal year-end of your organization

Indicate the month and day of the fiscal year end of your organization.

Does your organization contract external auditors to

conduct financial audits?

Indicate whether your organization arranges external audits of its own finances. If yes, provide copy of last financial audit with application. If no, provide most recent fiscal year balance sheet or revenue and expense statement.

In the past three (3) years, has your organization

been reviewed, audited or investigated by the federal

government, provincial government or another public body created under the law of

a province?

A sub-project cannot be funded unless the organization demonstrates that it applies sound financial management practices and respects the highest level of integrity.

If a review, audit or investigation conducted by the federal government, the government of a province or a public body created under the law of a province in the previous 3 years has concluded that there were irregularities in the organization’s financial management practices or raises integrity issues, then this criteria is not met, unless the irregularities and issues have been resolved and measures have been put in place to prevent reoccurrence.

As with all information provided in applications, responses will be verified through due diligence before funding decisions are made.

Please include supporting documents attesting to any measures taken to resolve any irregularities and issues found, where applicable.


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ITEM EXPLANATION

Liability insurance Indicate whether your organization has liability insurance, and if so, state the amount of coverage. There is a requirement that HPS-funded applicants must have $5,000,000.00 in liability insurance. Should the application be successful, Metro Vancouver will have to be added to the insurance riders.

Workers Compensation Premium Rate

Please provide the rate per $100 of your organization’s worker compensation premium rate

Do you owe any amount to a Government of Canada

department or agency?

Declare any debts of the lead applicant owing to Canada, here. If any debts to Canada are owed, specify the Department, type of debt and amount owing in the table below. Below the table, describe the nature of the debts to Canada.

Are you presently a registered lobbyist?

All applicants are responsible for ensuring that any person lobbying on their behalf is registered with the Office of the Registrar of Lobbyists pursuant to the Lobbyists Registration Act. Further details are provided in the form.

Has there been any involvement of past federal government public servants

in the preparation of this proposal?

Applicants are responsible for declaring involvement of past federal government public servants in the preparation of their proposals as per the Values and Ethics Code for the Public Service. Choose from the applicable response from the drop down menu.

SS 6.4 • Form 2A Section 2.4 • Legal Signing Officers

Please refer to your letters of patent or other incorporation documents to assess who is eligible to sign documents on behalf of your organization.

Specimen signatures will be used to determine whether expense claims, and cheques provided by the organization are binding.

ITEM EXPLANATION

Binding signatories: How many signatures are required

to bind the agreement?

Enter the number of signatures required to bind an agreement with your organization.

Binding Signatories: For each of these signatures, please

provide the following

Enter the position title and name of each signatory required to bind an agreement. Original signatures are not necessary for the electronic submission, but printed copies of HPS funding applications MUST be signed.

Reimbursement claim signatories: How many

signatures are required to for reimbursement claims?

Enter the number of signatures required to claim reimbursement with your organization.


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ITEM EXPLANATION

Reimbursement claim signatories: For each of these signatures, please provide the

following

Enter the position title and name of each signatory required to claim reimbursements. Original signatures are not necessary for the electronic submission, but printed copies of HPS funding applications MUST have original signatures of the named signing authority.

Cheque signatories: How many signatures appear on

your organization’s cheques?

Enter the number of signatures appearing on your organization’s cheques.

Cheque signatories: For each of these signatures, please

provide the following

Enter the position title and name of each signatory appearing on your organization’s cheques. Original signatures are not necessary for the electronic submission, but printed copies of HPS funding applications must have original signatures of the named signing authority.

SS 6.5 • Form 2A Section 2.5 • General Support Service Project Information

This section gathers general information about the activities proposed for HPS funds.

ITEM EXPLANATION

Project Name Enter the specific name the sponsor has approved for the project proposed for HPS funds.

Type of Support Service Project

Only one project type is applicable for this funding category. Select “Support Services-Non-Housing First” as the project type.

Expected start date Enter the start date of the HPS – funded portion of your project only. HPS-funded portion cannot start earlier than January 1, 2015.

Please note that HPS does not provide funding retroactively. Funding will only be provided for costs incurred after a contribution agreement has been signed between GVRD and the applicant.

Expected end date Enter the end date of the HPS-funded portion of your project only. HPS funded portion cannot end later than September 30, 2016.

Primary, secondary and Tertiary Location of

project activities Continuesonnextpage.

Indicate the community or municipality where the project activities will be implemented and delivered. Identify the primary location based on the location where the most clients are intended to be served (not based on the origin of the client, but the location of services delivered). Identify the secondary location and tertiary locations based on where the second and third most clients are intended to be served respectively.



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ITEM EXPLANATION

Continuedfrompreviouspage. Primary, secondary and

Tertiary Location of project activities

If there are more than three locations where clients are intended to be served, select “All Metro Vancouver” and elaborate the communities where service is offered in the proposal narrative section below.

If the service is delivered in one location, leave the menu option at “Choose One” in the secondary and tertiary project locations field. If the service is delivered in two locations, leave the menu option at “Choose One” in the tertiary project location question field.

Location address (for each location selected above)

For each location selected above, give the unit number (if applicable), number, street, city and post code of the service location. If the service is mobile, indicate “mobile” and elaborate the communities where service is offered on a mobile basis, and the location of the office out of which services are administrated in the proposal narrative section below.

SS 6.6 • Form 2A Section 2.6 • Profile of Intended Client Populations Served

This section gathers information about the client populations served by the project as outlined in the HPS Community Plan. Specific populations are eligible for HPS – funded Support Service services. Please consult the General Guide II for detailed descriptions of the eligible client types. Applicants are also asked to demonstrate their strategy to serve the clients identified in this section.

ITEM EXPLANATION

Housing status Select the Support Service – eligible client type(s) that will be served by the proposed project, according to the client’s housing status. See “HPS - Eligible Populations & Communities”, General Guide II. In your project narrative, provide evidence or the basis for your selection (for example, housing profile of clients served in the past fiscal year)

Gender According to housing status, select the appropriate client type(s) that will be served by the proposed Support Service project, according to the client’s gender. (this should be based on client’s self-disclosure.)

Ages According to housing status, select the appropriate client type(s) that will be served by the Support Service project, according to the client’s age range.

“Other” According to housing status , select the appropriate client type(s) that will be served by the Support Service project, according to the client’s family status, ethnicity, citizenship status, language, health issues or if clients would include veterans.


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ITEM EXPLANATION

1a. Does your project intend to serve Aboriginal clients

exclusively?

If the Support Service project will serve Aboriginal clients only, select ‘yes’, and proceed to questions 1b and 1c. If the project will serve Aboriginal and non-Aboriginal clients, select ‘no’ and leave questions 1b and 1c blank.

1b. If yes, describe identified needs of the Aboriginal

community, and how the proposed project responds to

those needs.

If the project will serve Aboriginal clients only, describe evidence of the needs of Aboriginal clients, and how the project responds to those needs. Where possible, refer to any consultation, engagement or research with clients and/or Aboriginal community representatives.

1c. If yes to 1a, describe evidence of your

organization’s or your partner’s capacity to respond

to the specific needs of the Aboriginal community.

If the project will serve Aboriginal clients only, describe evidence of your organization’s or partner organizations’ capacity to meet the unique needs of Aboriginal clients.

2. Is your project designed to benefit or involve

French-language minority communities?

If your proposed project will benefit / involve official language minority communities, you should answer ‘Yes’ to this question and ensure that this is listed and described in your answer to “Project Objectives” in section 2.7 “Project Logic” of the Support Service Application Form 2A .

3. HPS Support Service funds may only serve designated priority populations in the Metro Vancouver region’s

homeless population. Please describe any evidence

attesting to your organization and/or partners’ ability and commitment to exclusively serve HPS Support Service

– eligible client populations with HPS-funded services. This might include related strategies, past practices,

and experience of the unique needs of the eligible client

populations.

While a funding requirement, organizations must be committed to prioritizing the homeless and clients at imminent risk of homelessness. Please describe any evidence, such as organizational values, mission, vision, staff training, program management tools, organizational evaluation practices that attest to your organization and/or partners’ ability and commitment to exclusively serve HPS Support Service – eligible client populations with HPS-funded services.


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SS 6.7 • Form 2A Section 2.7 • Project Logic

This section captures brief project details and links the proposed HPS eligible activities with inputs and outputs. Additional space is provided at the bottom for any additional brief and pertinent inputs, outputs and indicators. Full narrative to be given in the subsequent section.

Note: All organizations awarded HPS funds will be required to use Homeless Individuals and Families Information System to report on the indicators listed in Section 2.7 “Project Logic” of Support Service Application Form 2A.

ITEM EXPLANATION

Brief Project Description of Support Service Project

Briefly summarize the proposed Support Service project. A longer summary may appear in the next section. Include key details such as project scope, purpose, goals, philosophy, short and medium term outcomes, key partners, and other information that may not be captured elsewhere or summarizes the project narrative.

Support Service project objectives

Briefly outline the project objectives, for example how many clients assessed or served over a defined period of time, improvement or enhancement to client service as a result of the HPS contribution, etc.

Inputs Describe any resources directly relevant to the proposed Support Service activity here. Do not include any resources that are proposed for HPS funds. Resources mentioned here must be the reflected in the descriptions of matching contributions and partnerships in Section 2.10 of Support Service Application Form 2A , and matching contributions in Support Service Application Form 2B.1 Section A, and verified through submission of signed and completed Matching Contribution / Partnership Declaration letters as per the template in Appendix A of the General Guide I.

Activities Proposed for HPS Funds

Select from the boxes the eligible activities proposed for HPS funds. Do not include activities that are paid 100% from other funding sources. (See HPS Terms and Conditions regarding stacking limits)

Activity Outputs Enter outputs for each activity here. Examples are provided in the form however they are not exhaustive. Outputs are defined by HPS as “Products or services generated by program activities”.

Additional space is provided at the bottom row for any additional outputs applicable to the proposed project.

Short-term Outcomes Enter the number of days or clients your proposal activities intend to serve or achieve. HPS – required outcomes are provided, with a space to enter the number of days it will take for Support Service clients anticipated to achieve the outcome. If no Support Service clients are anticipated to achieve an outcome, enter “0”.

Additional space is provided at the bottom row for any additional outcomes applicable to the proposed project.

Indicators of Achieving Outcomes (HPS-required

indicators pre-filled)

HPS requires Support Service – funded projects report on the indicators listed in this column. Additional space is provided at the bottom row for any additional indicators applicable to the proposed project.


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SS 6.8 • Form 2A Section 2.8 • Project Narrative

This section provides the sponsor the opportunity to provide further detail outlining the proposed Support Service activities and HPS-funded portion. Applicants may submit additional supporting documents to elaborate on the HPS-proposed and non-HPS funded aspects of the project. Key details must be captured within the HPS Support Service Application Forms.

ITEM EXPLANATION

Please describe any additional details of the proposed

project not captured in the sections above or below.

Please describe outcomes (or impacts) of the project

activities in the medium term (2 – 5 years from project

implementation)

Briefly describe the project and its objectives, outcomes and indicators.

Indicate what you expect to achieve during the period when the HPS funded activities are taking place. Indicate how you will monitor your project and report its performance. Please note that HPS-funded initiatives will require reports for reimbursement of project expenses.

What are the needs or gaps in homelessness solutions in

Metro Vancouver that this project aims to fill?

Describe the need that this project/facility aims to address. Reference information specific to Metro Vancouver or the sub-region of the project, and any empirical evidence of the need or gap. Empirical evidence includes needs analysis, research, and consultation with stakeholders such as clients specifically in Metro Vancouver. The more objective and prevalent the research or evidence, the better for the application. Recommended libraries include those of the Homeless Hub and the Mental Health Commission of Canada.

How will your proposed project be an effective means to address these needs/gaps

mentioned above?

By referring to the identified needs / gaps above, explain how the proposed project will be an effective means to address the needs / gaps. Where possible, provide evidence (e.g. empirical research, past project success addressing similar gaps/ needs either from your agency or agency similar in nature)

How has your organization involved people with

lived experience, clients, neighbourhood, community

groups, and/or other stakeholders in the planning

and development of this project?

Describe any past or intended measures to involve the groups described. For example, consultations or research with, or led by, people with lived experience, clients, neighbourhood or community groups, and other stakeholders.


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SS 6.9 • Form 2A Section 2.9 • Applicant Qualifications & Sustainbility Plan

This section gathers information to evaluate the capacity of the applicant or applicant group to successfully deliver the proposed activities and sustain the operations of the affected facility after completion.

ITEM EXPLANATION

Please describe why and how your organization, and if

applicable, partners in your application are qualified

to implement the project, achieve the project objectives

within the time proposed.

Describe the strengths that make the sponsoring organization a strong candidate for financial support for the project. Refer to supporting documentation of the organization mandate(s), mission(s) and goals. Explain any gaps in qualifications or capacity to meet the objectives of the project successfully and on time, and your strategy to address those gaps. If applicable, provide past examples of successfully completed Support Service projects by your organizations and/or partners.

Any reference to partnerships must be verifiable. Please attach a partnership declaration letter for each partner referenced in the application using the template provided in Appendix A of the General Application Guide.

Sustainability Plan Continuesonnextpage.

The Homelessness Partnering Strategy (HPS) considers projects sustainable when either the project activities or benefits achieved as a result of the project activities continue after the HPS funding has ended. Sustainability is applicable at the client and program levels. Sustainability for clients means ensuring that clients have successfully moved to mainstream or other services not funded by HPS or that there are plans in place to transition all existing HPS Support Service clients to services that will continue after the HPS funding has ended. Sustainability at the program level means working with partners and other funders to ensure that the programs are sustainable in the long term.

Summarize the details of your Sustainability Plan for the life cycle of the proposed Support Service project. A detailed Sustainability Plan of approximately 500 words must be attached to the electronic and hard copy of your HPS Support Service funding application.



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ITEM EXPLANATION

Continuedfrompreviouspage. Sustainability Plan

The sustainability plan is the most heavily weighted criteria in the application, and must address the following points:

1. Plan for the transition of Support Service clients: Although planning for the transition of Support Service clients is primarily about supporting them to become self-sufficient, it also serves to mitigate the risk of clients relying on ongoing supports provided by the HPS after the end of the funding. Communities may develop individual transition plans for each Support Service client or general plans applicable for all or groups of clients. Over time, clients should gain a certain degree of independence, require fewer supports, and be able to access or be integrated into mainstream services.

2. Matching project funding: summarize all matching funds, any risk to funding not being available, and the strategy to address that risk. Matching funding must be verifiable. Please submit partnership letters as per the template provided in Appendix A of the HPS CFP General Guide I, which requires for all partnerships and matching fund contributors and in-kind contributors to state their name, contact person, period of time applicable, amount contributed – cash or dollar equivalent – and use of funds. For internal matching funds (cash or in-kind) please submit documentation of funding put forward as a matching contribution to your HPS application.

3. Risk management of unanticipated changes to the project plan: Explain your strategy to manage unexpected changes to the project timeline, project resources and project needs.

Relation to other criteria: Projects must have in place at minimum a 1:1 matching contribution amount. Projects with a higher matching contribution amount than the requested HPS funds will be scored higher. Projects must present matching contribution documentation to satisfy matching contribution and sustainability criteria.


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SS 6.10 • Form 2A Section 2.10 • Matching Contribution and Partnership Summary

This section gathers information summarizing the matching cash and in-kind contributions for the activities proposed for HPS funds. This information should be consistent with the supporting documentation provided regarding partnerships and matching contributions in the template provided in Appendix A, the inputs summarized in the Support Service Form 2A section 2.7 “Project Logic”, and in Support Service Application Form 2B.1.

ITEM EXPLANATION

Total amount of HPS funding requested

Enter the total amount of HPS funds requested for the proposed project. This value should be the same as the total budget request in Support Service Application Form 2B.1.

Total matching cash contributions

Enter the total value of all matching cash contributions to the proposed project from all sources (internal and external). This should be consistent with the values entered in the table below “Matching contribution and partnership breakdown”. This should also be consistent with the matching cash contributions entered in Support Service Application Form 2B.1, and all partnership declaration letters from funding partners as per the template in Appendix A of the HPS CFP General Guide I.

Equivalent dollar value of all in-kind contributions

Enter the total value of all in-kind contributions to the proposed project (internal and external). This should be consistent with the values entered in the table below “Matching contribution and partnership breakdown”. This should also be consistent with the matching in-kind contributions entered in Support Service Application Form 2B.1, and all partnership declaration letters from in-kind contribution partners as per the template in Appendix A of the HPS CFP General Guide I.

Matching contribution and partnership breakdown*

(partnership letter required for each partner)

Continuesonnextpage.

HPS funds are provided with the understanding that every dollar invested by HPS will be matched (directly or in-kind) by contributions from funding partners in the community. This means that for every dollar of HPS being sought, applicants must have equivalent matching funds in place (direct or in-kind) with confirmation letters from the partners or third parties contributing to the matching funds. Funds from other HPS streams, such as the Aboriginal stream, are not considered matching funds under the HPS Terms and Conditions. Unsecured contributions will not be considered.

For each partner contributing cash or in-kind contributions to the proposed project, enter the organizational name and select from the drop down menu the organization type. Enter the role and responsibility of each contributing partner and the cash or dollar equivalent of their contribution to the proposed project. Include partnership letters as per the template provided in Appendix A HPS CFP General Guide I.



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ITEM EXPLANATION

Continuedfrompreviouspage. Matching contribution and

partnership breakdown* (partnership letter required

for each partner)

Enter the total cash and equivalent dollar value of all in-kind contributions made by your organization or other contributors. For example, if you have free consultation services for 20 hours, the hours of the consultation team may be reported as in-kind contribution. You could derive the dollar value of the contribution by multiplying the hourly wage of an equivalent paid position by 20 hours. In this example, if the equivalent paid position receives $50 per hour, the dollar value of the in-kind contribution would be $1,000.

In case of any internal cash and in-kind contributions, provide supporting documentation demonstrating that the internal resources are directly applicable to the activities proposed for HPS funds (e.g. financial statements highlighting internal resources referenced as matching contributions in the HPS Support Service Application Forms 2A and 2B.1).

The total dollar values and list of partners should be consistent throughout the table, in Support Service Form 2B.1 and all supporting documents related to matching contributions.

Total combined value of matching cash and in-kind

contributions

This value should be equivalent or higher than the total requested HPS funds. Projects proposing higher than a 1:1 ratio of matching contributions to HPS funds will be scored higher.

SS 6.11 • Form 2A Section 2.13 • Declaration

Please ensure that the legal signatories certify that the full application, including supporting documents is accurate and complete. For hardcopy submission, documents must have original signatures of the named signatories. Electronic signatures are not acceptable.

SS 6.12 • Form 2B.1 • Support Service Project Budget Negotiation Notes

The Support Service Application Form 2B.1 is available at http://www.metrovancouver.org/planning/homelessness/ (follow links for the Support Service category). The form is in Excel, and the following instructions are important to keep in mind as you fill in the form:

There are 8 expenditure or cost categories for all eligible project costs, organized into two broad categories: Direct Project Costs and Administrative Project Costs. These are elaborated in Form 2B.1 and in section SS 4 “Eligible Costs” of this Guide. All costs must be linked to the proposed project, reference the related activities as per Support Service Form 2A Section 2.7 (Direct Project Costs only), and relate to functions that are project-specific. Costs listed under section 1 “Direct Project Costs” should present the anticipated HPS Support Service –eligible client


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volume over time, which should be reflected in section 2.7 “Project Logic” in Support Service Application Form 2A . Include the basis of this figure in the project narrative in Support Service Application Form 2A (for example, volume of HPS Support Service –eligible clients served in the last fiscal year). All proposed costs should be based on the anticipated client volume for the project implementation period.

Enter the associated cost depending on whether it is necessary to deliver project outcomes, or necessary for project administration. For example, wages/salaries of project staff that would be cited in Category 1A would include case managers, housing placement workers, and data co-coordinators.

Wages/salaries that would be cited in category 2A would include an appropriate portion of head office management, payroll, HR, admin wages. Reimbursement will be supported by invoices or the agreement holder’s general ledger (payroll and/or travel claims, as appropriate) and will be subject to monitoring and audit. See Application Guide for examples of costs for which a contribution can be considered.

The only Support Service costs or expenditures that will be considered during this call for proposals are those eligible under HPS for delivering support services, serve the HPS Support Service client types, and are directly delivering outcomes of the eligible activities above (or enable outcomes through provision of administrative support for the eligible activities above). All proposed costs must directly deliver outcomes of one or more of the eligible activities selected in Support Service Application Form 2A Section 2.7 “Project Logic”.

In some cases, 100% of costs would be applicable for HPS funding, and in other cases less, particularly in the case of Support Service Form 2B.1 Section 2B: “Administration Services”. Calculate the proportion based on the balance of implementation of HPS Support Service-eligible activities to other activities. For example, if a proposed staff cost was intending to serve HPS Support Service clients 30% of the time, and non-HPS eligible clients 70% of the time, propose 30% of the applicable staff-related costs for HPS funding. Explain the calculation in the “details” section of the Support Service Application Form 2B.1.

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

The detail/comments columns must be completed for each cost proposed. These columns can be expanded to allow further information to be entered. If you choose to do this, be sure to expand the cell so that all the contents are visible. What can be viewed on the screen will be what appears on paper in the printed version. To expand the cell, click on the numbered cell


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at the bottom left of the page where numbers are listed. When you do this a small “cross” will appear allowing you to move the cell up or down.

There are designated cost categories. All costs must be linked to project activities included in the proposal and to functions that are project specific. Should the project be recommended and approved, any claim for reimbursement of any cost WILL require accompanying invoices and projects will be subject to monitoring and audit.

Support Service Form 2B.1 is to be utilized to show your TOTAL project costs for the entire HPS funding period and is broken up into financial years. Section B reflects the HPS portion of the project costs, while Section A refers to the matching funds.

If you require more space to describe a cost, please attach a separate sheet listing the cost category and the related explanation. However, please ensure all attachments are no longer than 2 pages, unless otherwise specified.

In-kind contributionsHPS investments must be matched at minimum at a 1:1 ratio of HPS to other sources of funding, either cash and/or in-kind contributions. Therefore projects proposed for HPS funds must be matched by the applicant, dollar for dollar, either in-kind or cash/financial contributions.

Please detail the cash and in-kind contributions that you will be receiving from other sources for this project for each year you are requesting funding (i.e. Organizations, amount of contribution, nature and value of contribution, purpose of funding). As well, please list your organization’s cash and in-kind contributions. Supporting documentation is required upon submission, as per the template in Appendix A of the CFP General Guide I.

In-kind contributions made by your organization or other contributors must have an attached dollar value. For example: If you have 20 volunteer hours, those hours must be reported as in-kind contribution. You could derive the dollar value of the contribution by multiplying the hourly wage of an equivalent paid position by 20 hours. In this example, if the equivalent paid position receives $10 per hour, the dollar value of the in-kind contribution would be $200.

In-kind matching contribution examples: donation of land to the project, tax and fee waivers, donated services. In all cases, supporting documentation must be provided to verify the contribution and equivalent dollar value.

The “Details / Description Comments Required” Column to the right of the “Total” column in Form 2B.1 is where you can describe the specific item (staff role, training course, materials, equipment, assets, etc.) and use of HPS funds, the unit costs, frequency of the cost and period of time applicable. This should be consistent with Section 2.7 Support Service Form 2A “Project Logic” where the areas of your project and associated use of HPS monies is described


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(e.g. consultant fees, equipment etc.) If you are in doubt, please don’t hesitate to contact Vancity Community Foundation HPS staff for assistance at [email protected] (do not put “application” in the subject line unless submitting a final and completed application).

Direct Project Costs and Administration Projects CostsServices which would otherwise be required for the project but do not directly deliver project outcomes may not be included under any category in section 1 “Direct Project Costs”. It may be proposed under an appropriate category in section 2: Administration Project Costs.

Further to this, items such as training or professional development related to management, administration or not directly affecting staff delivery of project outcomes may not be included under section 1 Direct Project Costs. However, they may be proposed under category 2B: Administration Services. (May not overlap with regional Housing First Readiness activities. See General Guide I available at http://www.metrovancouver.org/planning/homelessness/).

SS 6.13 Declaration

Please ensure that the legal signatories certify that your full application, including supporting documents is accurate and complete. Electronic signatures are not acceptable.

SS 6.14 Appendix A Submission Checklist

Please note that this checklist is for applicants’ use only and not for submission. It is intended to ensure that the applicant has all relevant parts of the application filled, and considered all supporting documents. All pages of the application, including attachments, should be the same size, double sided. Additional items should be in small formats so that they are reproducible for distribution. No additional attachment should be larger than 12 inches by 12 inches.

Applicants MUST submit a sustainability plan, as well as other additional supporting documents as described in this guide. A sustainability plan should not be longer than one page.

DOCUMENT CLASSIFICATION

HPS CFP FORMS

Electronic copy & Signed hard copy Support Service Application Form 2A NO PDFs. MANDATORY

Electronic copy & Signed hard copy Support Service Application Form 2B.1 NO PDFs. MANDATORY



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DOCUMENT CLASSIFICATION

APPLICANT ORGANIZATION (S)

Certificate of incorporation MANDATORY

Certificate of insurance MANDATORY

Constitution and bylaws MANDATORY

Organizational mandate, mission, vision MANDATORY

Annual report MANDATORY

List of Board Members MANDATORY

Partnership letters as per the template provided Appendix A in HPS CFP General Guide I MANDATORY

Union concurrence letter IF APPLICABLE

Documentation of resolution to any financial issues or irregularities found through an audit, investigation or review by the federal or provincial government IF APPLICABLE

Audited financial statement for the last 2 years, or If audit not complete or required by applicant, most recent fiscal year balance sheet or revenue and expense statement. MANDATORY

OTHER

Professional designations permits and approvals, council motions, permit / approval application documentation and/or documentation confirming permits MANDATORY

MATCHING CONTRIBUTIONS / PARTNERSHIPS / DEMONSTRATION OF NEED

Memorandum of Understanding or alternative formal document between lead applicant and applicant partners, for example where service delivery partnerships are applicable IF APPLICABLE

Letter of funding or contribution commitment from each partner as per template in Appendix A of HPS CFP General Guide I MANDATORY

Letter of support from clients, neighbourhoods and community groups OPTIONAL

Supporting evidence of project need OPTIONAL


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SS 7. Proposal Evaluation Criteria The following criteria will be applied to evaluate proposals for Support Service projects:

Technical Criteria:All proposals will be screened by HPS Community Entity staff to confirm submission requirements have been fulfilled and documents are complete with sufficient information to evaluate the proposal. Staff will also examine the proposal for eligibility of proposed priorities, activities, and costs.

Committee review:Based on the proposal application contents, the Community Advisory Board, or CAB, will review proposals according to the following criteria and scoring: (for details of process and review timeline, see HPS CFP General Guide I). Applicants will be notified of the status of their application after the CAB review process in October 2014.

HPS SUPPORT SERVICE CRITERIAMAXIMUM 2014 CFP

SCORE

1. Project need and long term impact: Clear description of the need for the proposed project in the community, long-term vision of the impact the project will have. Reference to existing data, research to demonstrate gaps in service which the proposed activities address

15

2. Project objectives: Clear and coherent description of the issue(s) that the project will address, including supporting evidence and the objectives to be achieved.

153. Project activities: Provision of a clear description of the project activities and how those activities will lead to measurable outcomes.

4. Outcomes: Outcomes are measurable and achievable and presented as short, medium or long-term outcomes related to the activity area and based on the demonstrated needs of the target population.

10

5. Project evaluation: Outline of processes and measures to monitor project and evaluate project performance. 5

6. Budget and secured matching contributions: Project’s operating budget is adequate, and demonstrates “value for money”. Matching contributions are verifiable and accurate. (staff to verify through due diligence)

15

7. Sustainability: Provision of a credible sustainability wind down and/or exit plan for the proposed project when the HPS contribution agreement ends. 20


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HPS SUPPORT SERVICE CRITERIAMAXIMUM 2014 CFP

SCORE

8. Aboriginal context: Evidence that if the proposed project will serve the Aboriginal community only, and the applicant is an Aboriginal agency.

PLEASE NOTE: (NOT APPLICABLE FOR APPLICANTS THAT ARE NOT ABORIGINAL ORGANIZATIONS)5

9. Timeframe: Demonstration that the proposed project timelines are achievable given the proposed HPS funds, matching contributions, project inputs, human resources, activities, outcomes and partnerships referenced in the proposals. Demonstration that the applicant and project will reliably spend proposed funds on an annual basis to prevent funds being slipped unexpectedly and returning to HPS.

5

10. Location: Demonstration that the location of the proposed project is appropriate for the intended beneficiaries. (Accessible regionally) 5

11. Sponsor group capacity: Demonstration that the proposed sponsoring organization has the capacity (staff, resources and relationships with or support from key agencies) and experience to deliver the service.

10

12. Strategy to prioritize and serve the HPS – eligible client population: Realistic and achievable measures explained to serve one or more of the HPS – eligible client populations.

5

Total Possible Points : Aboriginal Applicants 110Total Possible Points: Non Aboriginal Applicants 105

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