hud homeless assistance fy 2017 continuum of care nofa ......this coc technical assistance (ta)...

SANTACLARACOUNTYContinuumofCare

HUDHomelessAssistanceFY2017ContinuumofCare

NOFACompetition

TechnicalAssistance(TA)Handbook

AUGUST1,2017

HomeBase Local Team| Advancing Solutions to Homelessness 2

CONTEXT

TheContinuumofCare(CoC)Program(24CFRpart578)isdesignedtopromoteacommunity-widecommitmenttothegoalofendinghomelessness;toprovidefundingforeffortsbynonprofitproviders,States,andlocalgovernmentstoquicklyre-househomelessindividuals,families,personsfleeingdomesticviolence,andyouth,whileminimizingthetraumaanddislocationcausedbyhomelessness;topromoteaccesstoandeffectiveutilizationofmainstreamprogramsbypersonsexperiencinghomelessness;andtooptimizeself-sufficiencyamongthoseexperiencinghomelessness.EachyeartheU.S.DepartmentofHousingandUrbanDevelopment(HUD)releasesaNoticeofFundingAvailability(NOFA),signifyingthebeginningofafundingcompetitionamongapproximately450ContinuumsofCare(CoCs),thecommunitystakeholdergroupsthatguidelocalresponsestohomelessness.TheFY2017CoCCompetitionconsolidatedapplicationresponsestotheNOFAwillconsistofthreeparts:theCoCApplication,whichdescribestheCoCplanningbody,governancestructure,overallperformance,andthestrategicplanningprocess;theCoCProjectListing,whichrankstheprojectapplicationsforHUDandidentifiesanyrejectedapplications,showingtheCoC’sprioritiesforfunding;andanumberofProjectApplications,eachofwhichreflectsoneprojectseekingfunding.BeforetheapplicationissubmittedtoHUD,theCoCisrequiredtoholdalocalcompetitiontodeterminewhichprojectapplicationswillbeincludedintheconsolidatedapplication,alongwiththeirrelativepriority.TheresultsofthelocalcompetitiondictatewhichprojectstheCoCwillprioritize.ThisCoCTechnicalAssistance(TA)Workshopisintendedtohelpprojectsprepareforthe2017localcompetitionforCoCProgramfunds.Asaprojectapplicant,youmustparticipateinthelocalreviewandrankprocessandhaveyourprojectselectedforsubmissionwiththeCoCconsolidatedapplicationinthenationalcompetitioninordertobeeligibleforfunding.Youmustfollowlocalproceduresandsubmitlocaldocuments,andyoualsoneedtopreparefortheHUDsubmissionoftheprojectapplication.HUDrequirestheuseofaweb-basedapplicationandgrantsmanagementsystemcallede-snaps.Thematerialsprovidedatthismeetingwillguideyouinpreparingyourapplications.ThisTAHandbookcontainsinformationyouneedtoknowfortheHUDprocess,andothermaterialsprovidedcontaininformationaboutthelocalprocessinthiscommunity.Therearethreethingstokeepinmindwhenpreparingyourapplication:

1. EnsuringyourapplicationiscompetitiveforfundinginyourCoC’slocalcompetition2. EnsuringtheprojectyouareapplyingforiseligibleforHUDfundingandcompliantwithHUD

requirements,and3. Ensuringyourapplicationisfilledoutcorrectly.

Ofthesethree,thelocalmaterialsprovidedtodaywillansweranyquestionsyouhaveaboutnumber1,andthisTAHandbookwillanswertheothertwo.DesigningYourProjectandProgramRequirementssectionsspeaktoHUDeligibilityandrequirements.CompletinganApplicationinHUD’sWeb-BasedApplicationSystem:e-snapswillhelpyouensureyourapplicationisfilledoutcorrectly.

HOWTOUSETHISTAHANDBOOKThishandbookiswrittentobeareferenceguideforrecipientandsubrecipientstaffthatarecompletingtheprojectapplicationorparticipatinginprojectimplementation.Whileyouarewelcometoreadthisdocumentfronttoback,youmayfinditmostusefultostartfromtheTableofContents.TABLEOFCONTENTS

Summary:2017NOFACompetitionOverviewandFundingAvailable......................................5A. RankingandTiersExplained ........................................................................................... 6B. BeforeApplyingforaCoCGrant ..................................................................................... 7C. Highlightsofthe2017NOFAThatWillImpactGrantRecipients ................................... 7

DesigningyourProject.............................................................................................................10I. HUD’sHomelessPolicyandProgramPriorities ............................................................ 10II. EligibleNewProjectTypes ............................................................................................ 12A. NewProjectsCreatedbyReallocation ......................................................................... 12B. NewPermanentHousingBonusProjects ..................................................................... 13C. ExpansionProjectsThroughReallocationorPHBonus ................................................ 13D. OverviewofEligibleNewProjectTypes ....................................................................... 14

III. NewProjectBasicDesignRequirements ...................................................................... 19A. ThresholdRequirements ............................................................................................... 19B. FundingLevels&Limits ................................................................................................ 21C. Timeliness ..................................................................................................................... 21D. EligibleApplicants ......................................................................................................... 21E. InitialFundingTerm ...................................................................................................... 22F. MatchRequirement ...................................................................................................... 22

IV. RenewalProjectsDesignRequirements ....................................................................... 23A. HighlightsofChangesintheFY2017NOFAforRenewalProjects ............................... 23B. EligibleRenewalCosts .................................................................................................. 23C. ThresholdRequirements ............................................................................................... 24D. FundingLevels&Limits ................................................................................................ 25E. FundingTerm ................................................................................................................ 25F. MatchRequirement ...................................................................................................... 25

V. EligibleCoststoInformProjectDesign........................................................................26VI. EligibleProjectParticipants:WhoCanBeServed? ....................................................... 28

ProgramRequirements............................................................................................................34VII. OtherResources ............................................................................................................ 34A. Match ............................................................................................................................ 34B. Leverage ........................................................................................................................ 34C. DocumentationofMatch .............................................................................................. 35D. FormofMatchLetter .................................................................................................... 36E. ExamplesofOtherResources ....................................................................................... 37

VIII. LaterResponsibilitiesforRecipientsandSubrecipients ............................................... 39A. NewProjects ................................................................................................................. 39B. AllProjects .................................................................................................................... 39C. Timeliness ..................................................................................................................... 42

CompletinganApplicationinHUD’sWeb-BasedApplicationSystem:e-snaps......................43A. FirstThingsFirst:TrainingModules .............................................................................. 43B. StepstoCompletingYourProjectApplication ............................................................. 44C. RecipientDocuments&ApplicantProfile .................................................................... 46D. CompletingtheProjectApplication .............................................................................. 53E. IndirectCostRate(Screen6A,Question3) .................................................................. 79

Resources.................................................................................................................................81

SUMMARY:2017NOFACOMPETITIONOVERVIEWANDFUNDINGAVAILABLE

OnJuly14,2017,theU.S.DepartmentofHousingandUrbanDevelopment(HUD)releasedaNoticeofFundingAvailability(NOFA)fortheMcKinney-VentoContinuumofCareHomelessAssistanceGrantsforFY2017.In2017,theSantaClaraCountyCoCexpectstobeeligibletoapplyforapproximately$20,716,227infundingtosupporthousingandservicesforhomelesshouseholds,andapproximately$586,308forCoCPlanningFunds.AnnualRenewalDemandFunding:ThisfundingsupportstheCoC’sexistinghousingandservices.TheCoChastheoptiontocontinuetosupportthoseprograms,ortoreallocatethoseresources,inwholeorinpart,toPermanentSupportiveHousing,DedicatedPLUS,RapidRehousing,JointTH-RRH,HMIS,orCoordinatedEntry(SSO)projects.(Detailsregardingeligiblepopulationsfollows.)

$19,543,610

PermanentHousingBonusFunding:ThisfundingsupportsPermanentSupportiveHousing,DedicatedPLUS,RapidRehousing,orJointTH-RRHprojects.(Detailsregardingeligiblepopulationsfollows.)

$1,172,617

CoCPlanningFunds:ThisfundingsupportsCoCplanningactivities,andonlythecollaborativeapplicant–TheCountyofSantaClarabyandthroughtheOfficeofSupportiveHousing-mayapplyforit.Theplanninggrantwillnotberankedinthisyear’scompetitionandisnotcompetitivewithhousingorserviceprojects.Assuch,thisHandbookdoesnotincludeinformationaboutapplyingforplanninggrants.

$586,308

AnticipatedTier1Amount:

$18,370,993

AnticipatedTier2Amount: $2,345,234

In2017,fundsareNOTavailablefor:• Emergencyshelter• Homelessnesspreventionprojects• Newtransitionalhousing(exceptwhenjointwithrapidrehousing)• Newsupportiveserviceonlyprojects(exceptcoordinatedassessment)

A. RANKINGANDTIERSEXPLAINED

Asinpastyears,thefundingthatCoCscanapplyforisdividedintotiers,withprojectsprioritizedinTier1beingmorelikelytobefundedthanprojectsoflowerprioritythatareplacedinTier2.CoCsarerequiredtoeitheracceptandrankorrejectallprojectssubmittedbyprojectapplicantsine-snaps,exceptCoCplanningprojects.CoCsareencouragedtoconsiderthepolicyprioritiesestablishedintheNOFAinconjunctionwithlocalprioritiestodeterminetherankingofprojects.AllprojectsmustpassHUD’seligibilityandthresholdrequirementstobefunded,nomattertheirpriority.TIER1In2017,theamountoffundingavailableforTier1isequaltothegreaterofthecombinedamountofAnnualRenewalAmountforallpermanenthousingandHMISprojectseligibleforrenewalupto$1,000,000,or94percentoftheCoC'sFY2017AnnualRenewalDemand(ARD)(in2016itwas93percent;in2015itwas85percent).HUDwillconditionallyawardprojectsfromthehighestscoringCoCtothelowestscoringCoC.Projectsshouldbeplacedinpriorityorder.TIER2TheamountoffundingavailableforTier2isequaltothedifferencebetweenTier1andtheCoC’sAnnualRenewalDemandplustheamountavailableforthePermanentHousingBonus.Fundingwillbedeterminedbythepointvalueofeachprojectapplicationbasedona100-pointscale.AllTier2projectswillbefundedinpointorder.Tier2pointsareawardedasfollows:

• CoCScore:Upto50pointsindirectproportiontotheCoCscore• CoCRanking:Upto40pointsfortheCoC’srankingoftheprojectapplication(s),withthe

pointsspreadevenlyacrosstheTier2fundingamount.Higherrankedprojectsgetmorepoints,however,theformulausedtoawardpointsgivesadisincentiveforlargeprojects.

• CommitmenttoPolicyPriorities:Upto10pointsforHousingFirstcommitmento ForPermanentHousing:Willreceivepointsbasedonhowtheprojectcommitsto

applyingtheHousingFirstmodelo HomelessManagementInformationSystemandSupportiveServicesOnlyfor

CoordinatedEntrySystemprojects:Willautomaticallyreceive10pointso TransitionalHousing,JointTH-RRH,andotherSupportiveServicesOnlyprojects:Will

receivepointsbasedonhowtheprojectdemonstratesthatitislow-barrier,prioritizesrapidplacementandstabilizationinpermanenthousing,anddoesnothaveserviceparticipationrequirementsorpreconditionstoentry(suchassobrietyoraminimumincomethreshold).

• NOTE:HUDremovedthescoringfactorforprojecttypeinTier2,andnolongerincludesanypriorityforpermanenthousingprojects,HMIS,orCoordinatedEntryprojectsinTier2.

STRADDLINGTIERSForanyprojectsthatstraddlethetwotiers,theTier1portionwillbefundedinaccordancewithTier1processesandtheTier2portionwillbefundedinaccordancewithTier2processes.HUDmayawardprojectfundsforjusttheTier1portion,providedtheprojectisstillfeasiblewiththereducedfunding(i.e.,isabletocontinueservinghomelessprogramparticipantseffectively).RECLASSIFICATION BecausenewjointTH-RRHandpermanenthousingprojectsmaybecreatedbyreallocationorpermanenthousingbonusamount,HUDmayreclassifyprojectsaCoChassubmittedasabonusprojecttoreallocation(andviceversa)iftheCoChasexceededtheamountallowableforthesubmittedfundingtype.Ifthatweretooccur,itmayimpactrankingandresultinlowerpriorityprojectsnotbeingfunded.YourCoC’sprojectapplications,andtheCoCApplicationanditsattachments,willbereviewedcarefullytoavoidthisoccurringinthisCoC.PLANNINGCOSTSAsinpastyears,applicationsforplanningcostswillbeunranked.CoCsmayonlysubmitoneapplicationforCoCplanningcostsanditmustbesubmittedbytheCollaborativeApplicantthatislistedontheCoCApplicantProfileine-snaps.HUDwillconditionallyselectallCoCplanningprojectsthatpasseligibilityandthresholdreview.

B. BEFOREAPPLYINGFORACOCGRANT

ThisHandbookgivesanoverviewoftheCoCrequirementsandthisfundingopportunity.ToensureacomprehensiveunderstandingandcompliancewithallCoCrequirements,allapplicantsshouldreadandbefamiliarwith:

• TheFY2017CoCNOFA• TheCoCProgramInterimRule,and• TheFY2017GeneralNOFA.

LinkstoeachofthesedocumentscanbefoundintheResourcessectionattheendofthisHandbook.

C. HIGHLIGHTSOFTHE2017NOFATHATWILLIMPACTGRANTRECIPIENTS

• ExpandedProgramEligibilityandProjectTypes:HUDisallowingcertainprojects,includingbothnewandrenewalprojects,toservebroaderpopulations.HUDalsocreatedanewprojecttype–JointTHandPH-RRHComponentProjects.TheseexpansionsarediscussedindetailunderEligibleNewProjectTypesbelow.

• Noleverage:Noleverageagainthisyear!• EasierFormCompletion:Renewalprojectapplicants(forgrantsthathaverenewedat

leastonce)maysubmittheirrenewalprojectapplicationswithnochangesonselectscreensandbudgetformshavebeensimplified.ThischangeshouldspeedapplicationprocessesforapplicantsandreviewbyHUDstaff.Inaddition,mostofthemandatory

attachmentsintheApplicantProfile(e.g.HUD-2880,SF-LLL,HUD-50070)havebeenmovedtoe-snapsasfillableformsthatonlyrequireacheckboxcertificationwiththeprojectapplicant’sauthorizedrepresentativeinformation.

• EasierProjectExpansion:Newthisyear,HUDissimplifyingtheprocesstoexpandexistingprojects.HUDallowsprojectapplicantstoapplyforanewexpansionprojectunderthereallocationprocessorpermanenthousingbonusinordertoexpandexistingeligiblerenewalprojects,andifbothprojectsarefunded,theywillbecontractedwithasinglegrantagreement.

• NewLobbyingForm:FederalagenciesrequirethesubmissionofasignedCertificationRegardingLobbyingtoensurethatapplicantsacknowledgetherequirementsinSection319ofPublicLaw101-121,31U.S.C.1352,(theByrdAmendment)and24CFRpart87beforereceivingafederalaward.Thesestatutesandregulationprohibittheuseoffederalawardfundsforlobbyingtheexecutiveorlegislativebranchesofthefederalgovernmentinconnectionwithaspecificaward.ThisrequirementisdifferentandseparatefromtherequirementforapplicantstoreportlobbyingactivitiesusingtheSF-LLLform.TheSF-LLLformmuststillbesubmittedbyapplicantsthatlobbyorintendtolobbyusingnon-federalfunds.TheonlyapplicantsexceptedfromsubmittingtheCertificationRegardingLobbyingformarefederally-recognizedIndiantribesbecauseofeachtribe’ssovereignpower.Thisformhasalsobeenhard-codedine-snapsforprojectapplicantsandwillneedtobecompletedandcertifiedine-snapsbeforeyouhaveaccesstotheactualprojectapplication.

• CodesofConduct:AllapplicantsmusthaveacurrentHUD-approvedCodeofConduct.Mostorganizations’CodesofConductwereremovedfromHUD’swebsiteinearly2017,astheydidnotmeettherequirementsof2CFRpart200.IfyoudonotseeyourorganizationonthelistontheCodeofConductforHUDGrantProgramspageonHUD’swebsite,besuretoattachacurrentandcompleteCodeofConducttoyourProjectApplicantProfileine-snaps.

• ProgramRegulationAppliesWhenAmended:Thegrantagreementswillbesubjecttotheprogramregulationasitmaybeamendedfromtimetotime.Recipientswillbesubjecttoregulatoryrevisionsastheycomeintoeffect,withouthavingtowaituntilthegrantisrenewedinafuturecompetition.

• 2017FMRsWillApply:BecausetheCoCConsolidatedApplicationisduepriortothepublicationofthefinalFY2018FairMarketRents(FMRs),theFY2017FMRswillbeusedforfundingamounts.

• EnvironmentalRequirements:TwoimportantchangesforprojectscategorizedorCategoricallyExcludedfromreviewundertheNationalEnvironmentalPolicyActandnotsubjectto24CFR58.5(CENST):• Allscattered-siteprojectswhereprogramparticipantschoosetheirownunitandare

notrestrictedtounitswithinapre-determinedspecificprojectsiteorsitesarecategorizedin24CFR58.35(b)(1)asCENST.Thisnowincludesbothtenant-basedrentalassistanceandtenant-basedleasingprojectswhereprogramparticipantschoosetheirownunit.PreviousguidanceincludedonlyTenantBasedRentalAssistanceaseligibleCENSTprojects.

• TheExempt/CENSTformisonlyrequiredforeachproject,noteveryunit.PreviousguidanceinstructedrecipientstocompleteanExempt/CENSTformforeachunit.

DESIGNINGYOURPROJECT

I. HUD’SHOMELESSPOLICYANDPROGRAMPRIORITIES

AllprojectsshouldalignwithHUD’spolicyandprogrampriorities,bothtoincreasetheirlikelihoodofbeingfundedinthiscycleandtoensurethatthefundingisagoodmatchfortheprojectinthefuture.CoCsandProjectApplicationswillbeevaluatedbasedontheextenttowhichtheyfurtherHUD’spolicypriorities.AlignedwithOpeningDoors:TheFederalStrategicPlantoPreventandEndHomelessness,thepolicyprioritiessetforthintheNOFAare:

1. Endinghomelessnessforallpersons.a. CoCsshouldidentify,engage,andeffectivelyserveallpersonsexperiencing

homelessness.b. CoCsshouldmeasuretheirperformancebasedonlocaldata,takingintoaccount

challengesfacedbysubpopulations.c. CoCsshouldhaveacomprehensiveoutreachstrategytoidentifyand

continuouslyengageallunshelteredindividualsandfamilies.d. CoCsshoulduselocaldatatodeterminethecharacteristicsofindividualsand

familieswiththehighestneedsandlongestexperiencesofhomelessnesstodevelophousingandsupportiveservicestailoredtotheirneeds.

e. CoCsshouldusethereallocationprocesstocreatenewprojectsthatimprovetheiroverallperformanceandbetterrespondtotheirneeds.

2. Creatingasystemicresponsetohomelessness.

a. CoCsshouldbeusingsystemperformancemeasuressuchastheaveragelengthofhomelessepisodes,ratesofreturntohomelessness,andratesofexittopermanenthousingdestinationstodeterminehoweffectivelytheyareservingpeopleexperiencinghomelessness.

b. CoCsshouldbeusingtheirCoordinatedEntryprocesstopromoteparticipantchoice,coordinatehomelessassistanceandmainstreamhousingandservicestoensurepeopleexperiencinghomelessnessreceiveassistancequickly,andmakehomelessnessassistanceopen,inclusive,andtransparent.

3. Strategicallyallocatingandusingresources.

a. Usingcost,performance,andoutcomedata,CoCsshouldimprovehowresourcesareutilizedtoendhomelessness.

b. CoCsshouldreviewprojectquality,performance,andcosteffectiveness.c. HUDalsoencouragesCoCstomaximizetheuseofmainstreamandother

community-basedresourceswhenservingpersonsexperiencinghomelessness.d. CoCsshouldreviewallprojectseligibleforrenewalinFY2017todeterminetheir

effectivenessinservingpeopleexperiencinghomelessnessaswellastheircosteffectiveness.

4. UseaHousingFirstapproach.a. CoCProgramfundedprojectsshouldhelpindividualsandfamiliesmovequickly

intopermanenthousing,andtheCoCshouldmeasureandhelpprojectsreducethelengthoftimepeopleexperiencehomelessness.

b. CoCsshouldengagelandlordsandpropertyowners,removebarrierstoentry,andadoptclient-centeredservicemethods.

II. ELIGIBLENEWPROJECTTYPES

Newprojectsmayapplyforoneoftwofundingstreams:• Reallocationoffundingforrenewalprojectsor• PermanentHousingBonusfunding.

Requirements,eligibility,amounts,andprocessesdifferforthetwotypesoffunding,sopotentialapplicantsshouldconsiderbothcarefully.However,newpermanenthousingprojectswillbeevaluatedusingthesamecriteriaregardlessofwhethertheCoChasidentifiedthemasbonusorreallocationprojects.

A. NEWPROJECTSCREATEDBYREALLOCATION

TheCoCmayreallocatefundsfromrenewalprojectstobeusedfor:1. Newpermanentsupportivehousingprojectswhere100percentofthebedsare

dedicatedtochronicallyhomelessindividualsandfamilies2. DedicatedPLUSpermanentsupportivehousingprojects(newthisyear)3. Newrapidre-housingtoservehomelessindividualsandfamilies,including

unaccompaniedyouth,whoarea. residinginaplacenotmeantforhumanhabitation;b. residinginanemergencyshelter;c. personsmeetingthecriteriaofparagraph(4)ofthedefinitionofhomeless,

includingpersonsfleeingorattemptingtofleedomesticviolencesituations;d. residinginatransitionalhousingprojectthatwaseliminatedintheFY2017CoC

ProgramCompetition(newthisyear);e. residingintransitionalhousingfundedbyaJointTHandPH-RRHcomponent

project(newthisyear);orf. receivingservicesthroughaVA-fundedhomelessassistanceprogramandmet

oneoftheabovecriteriaatinitialintaketotheVA'shomelessassistancesystem(newthisyear)

4. JointTHandPH-RRHcomponentprojects,whichwillincludetransitionalhousingandpermanenthousing-rapidrehousinginasingleprojecttoserveindividualsandfamiliesexperiencinghomelessness,includingvictimsofdomesticviolence(newthisyear)

5. NewdedicatedHomelessManagementInformationSystem(HMIS)project(canonlybecarriedoutbytheHMISlead)

6. NewSupportiveServicesOnly(SSO)projecttodeveloporoperateacentralizedorcoordinatedentrysystem

Currently,thisCoChas$804,181inreallocatedfundingavailableduetonon-renewingrenewalprojects.MoremaybecomeavailableifadditionalrenewalprojectsdecidenottoapplyoroneormorerenewalprojectsisnotselectedbythePanel.Newthisyear,CoCsmayonlyreallocateeligiblerenewalprojectsthathavepreviouslybeenrenewedundertheCoCProgramorprojectsfundedundertheSupportiveHousingProgram

(SHP)orShelterPlusCare(S+C)Programthatareeligibleforfirst-timerenewalintheFY2017CoCProgramCompetition.ThisindicatesthatCoCprojectsrenewingforthefirsttimecannotbereallocated.MoreinformationmaybereleasedbyHUD.

B. NEWPERMANENTHOUSINGBONUSPROJECTS

TheCoCcanapplyforfundsfornewPermanentHousingBonusprojectsthatmaybeusedfor:

1. Newpermanentsupportivehousingprojectswhere100percentofthebedsarededicatedtochronicallyhomelessindividualsandfamilies

2. DedicatedPLUSpermanentsupportivehousingprojects(newthisyear)3. Newrapidre-housingtoservehomelessindividualsandfamilies,including

unaccompaniedyouth,whoarea. residinginaplacenotmeantforhumanhabitation;b. residinginanemergencyshelter;c. personsmeetingthecriteriaofparagraph(4)ofthedefinitionofhomeless,

includingpersonsfleeingorattemptingtofleedomesticviolencesituations;d. residinginatransitionalhousingprojectthatwaseliminatedintheFY2017CoC

ProgramCompetition(newthisyear);e. residingintransitionalhousingfundedbyaJointTHandPH-RRHcomponent

project(newthisyear);orf. receivingservicesthroughaVA-fundedhomelessassistanceprogramandmet

oneoftheabovecriteriaatinitialintaketotheVA'shomelessassistancesystem(newthisyear)

4. JointTHandPH-RRHcomponentprojects,whichwillincludetransitionalhousingandpermanenthousing-rapidrehousinginasingleprojecttoserveindividualsandfamiliesexperiencinghomelessness,includingvictimsofdomesticviolence(newthisyear)

Bonusprojectswillberankedwithotherprojects,notfundedseparately.

C. EXPANSIONPROJECTSTHROUGHREALLOCATIONORPHBONUS

Newthisyear,HUDissimplifyingtheprocesstoexpandexistingprojects.HUDallowsprojectapplicantstoapplyforanewexpansionprojectunderthereallocationprocessorpermanenthousingbonusinordertoexpandexistingeligiblerenewalprojectsthatwillincreasethenumberofunitsintheproject,orallowtherecipienttoserveadditionalpersons.Projectapplicantsthatintendtosubmitanewreallocationorpermanenthousingbonusprojectforthepurposesofexpandinganeligiblerenewalprojectmust:

• providetheeligiblerenewalgrantnumberthattheprojectapplicantrequeststoexpandonthenewprojectapplication;

• indicatehowthenewprojectapplicationwillexpandunits,beds,services,personsserved,orinthecaseofHMISprojects,howthecurrentHMISgrantactivitieswillbeexpandedfortheCoC’sgeographicarea;and

• ensurethefundingrequestforthenewexpansionprojectiswithinthefundingparametersallowedunderthereallocationprocessorpermanenthousingbonus(i.e.,notarequestfortransitionalhousing).

Ifboththenewexpansionprojectandtherenewalitexpandsareconditionallyselectedforfunding,onegrantagreementincorporatingbothprojectapplicationswillbeexecuted.Iftherenewalprojectapplicationisnotconditionallyselectedforfunding,theexpansionprojectapplicationwillnotbeselected.

D. OVERVIEWOFELIGIBLENEWPROJECTTYPES

1. PERMANENTSUPPORTIVEHOUSINGFORCHRONICALLYHOMELESSPEOPLE(BONUSORREALLOCATION)• Projectmustserveexclusively(100%)chronicallyhomelessindividualsand/or

householdswithchildren(see“EligibleProjectParticipants:WhoCanBeServed?”sectionofthismanual,page28).

• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionofthismanual,page26):o Acquisitiono Rehabilitationo NewConstructiono Leasingo Operationso RentalAssistanceo SupportiveServiceso HMISo IndirectCostso Administration

• Projectshouldusea“HousingFirst”approachinitsdesign.HousingFirstisamodelofhousingassistancethatisofferedwithoutpreconditions(suchassobrietyoraminimumincomethreshold)orserviceparticipationrequirements,andrapidplacementandstabilizationinpermanenthousingareprimarygoals.

• Projectsareprohibitedfromdiscriminatingagainstchronicallyhomelessfamilieswithchildren.

• Housingmaybesinglesiteorscatteredsites,andcanbeintegratedwithaffordableormarket-rateunits.

• Servicesmustbeoffered.Servicesmayvarydependingonresidents’needs.o Projectmay,butdonothaveto,requireparticipatinginnon-disabilityrelated

services.(Disability-relatedservicesincludebutarenotlimitedtomentalhealthservices,outpatienthealthservices,etc.)

o Substanceabusetreatmentprojectsmayrequireparticipationinsubstanceabusetreatmentservicesasaconditionofcontinuedparticipationintheproject.

• Leaseisrequired;mustberenewable,foratermofatleastoneyear,andterminableonlyforcause.

2. DEDICATEDPLUS(BONUSORREALLOCATION)• DedicatedPLUSprojectisapermanentsupportivehousingprojectwhere100

percentofthebedsarededicatedtoserveindividualswithdisabilitiesandfamiliesinwhichoneadultorchildhasadisability,includingunaccompaniedhomelessyouth,thatatintakeare:o experiencingchronichomelessnessasdefinedin24CFR578.3;o residinginatransitionalhousingprojectthatwillbeeliminatedandmeetsthe

definitionofchronicallyhomelessineffectatthetimeinwhichtheindividualorfamilyenteredthetransitionalhousingproject;

o residinginaplacenotmeantforhumanhabitation,emergencyshelter,orsafehaven;buttheindividualsorfamiliesexperiencingchronichomelessnessasdefinedat24CFR578.3hadbeenadmittedandenrolledinapermanenthousingprojectwithinthelastyearandwereunabletomaintainahousingplacement;

o residingintransitionalhousingfundedbyaJointTHandPH-RRHcomponentprojectandwhowereexperiencingchronichomelessnessasdefinedat24CFR578.3priortoenteringtheproject;

o residingandhasresidedinaplacenotmeantforhumanhabitation,asafehaven,oremergencyshelterforatleast12monthsinthelastthreeyears,buthasnotdonesoonfourseparateoccasions;or

o receivingassistancethroughaDepartmentofVeteransAffairs(VA)-fundedhomelessassistanceprogramandmetoneoftheabovecriteriaatinitialintaketotheVA'shomelessassistancesystem.

• WhiletheeligiblepopulationsaremoreexpansiveforDedicatedPLUS,asapermanentsupportivehousing(PSH)projecttheotherprojectdesignconsiderationslistedunderPSHforChronicallyHomelessPeoplestillapply.

3. RAPIDRE-HOUSING(BONUSORREALLOCATION)• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionof

thismanual,page26):o Shortterm(upto3months)and/ormedium-term(3-24months)tenant-based

rentalassistanceo Supportiveserviceso HMISo IndirectCostso Administration

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

• Projectmust:o Limitrentalassistancetonomorethan24monthsperhousehold.

o Limitsupportiveservicestonomorethan6monthsafterrentalassistancestops.

o Re-evaluateatleastonceperyearwhethertheprojectparticipantcontinuestolacktheresourcesandsupportnetworksnecessarytoretainhousingwithoutCoCassistance.

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

o Requireprojectparticipantstomeetwithacasemanageratleastmonthly.(ProjectisexemptiftheViolenceAgainstWomenActortheFamilyViolencePreventionandServicesActprohibittherecipientfrommakinghousingconditionalontheparticipant’sacceptanceofservices.)

o FollowCoCwrittenpoliciesfor:• Determiningandprioritizingeligiblefamilies• Determiningtheamountorpercentageofrentthateachproject

participantmustpay• Projectmay(ifalignedwithwrittenstandardsadoptedbytheCoCinconsultation

withESGrecipientsintheCoC’sgeographicareaandadministeredconsistentlyacrossallprojects):o Setamaximumamountorpercentageofrentalassistancethataproject

participantmayreceive.o Setamaximumnumberofmonths(upto24months)thataprojectparticipant

mayreceiverentalassistance.o Setamaximumnumberoftimesthataprojectparticipantmayreceiverental

assistance.o Requireprojectparticipantstoshareinthecostsofrent.

4. JOINTTHANDPH-RRH(BONUSORREALLOCATION)• JointTHandPH-RRHcomponentprojectsmaybecreatedtobetterservehomeless

individualsandfamilies.TheJointTHandPH-RRHcomponentprojectincludestwoexistingprogramcomponents–transitionalhousingandpermanenthousing-rapidrehousing–inasingleprojecttoserveindividualsandfamiliesexperiencinghomelessness.

• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionofthismanual,page26):o Capitalcosts(i.e.,newconstruction,rehabilitation,oracquisition),leasingofa

structureorunits,andoperatingcoststoprovidetransitionalhousing;o Shortterm(upto3months)and/ormedium-term(3-24months)tenant-based

rentalassistanceo Supportiveserviceso HMISo Projectadministrativecosts.

• WhenaprogramparticipantisenrolledinaJointTHandPH-RRHcomponentproject,therecipientorsubrecipientmustbeabletoprovidebothcomponents,includingtheunitssupportedbythetransitionalhousingcomponentandthetenant-basedrentalassistanceandservicesprovidedthroughthePH-RRHcomponent,toallparticipants.

• AprogramparticipantmaychoosetoreceiveonlythetransitionalhousingunitortheassistanceprovidedthroughthePH-RRHcomponent,buttherecipientorsubrecipientmustmakebothtypesofassistanceavailable.

• Ataminimum,projectshould:o UseaHousingFirstapproachwithclient-drivenservicemodelsandafocuson

helpingpeoplemovetopermanenthousingasquicklyaspossible–participantscannotberequiredtoparticipateintreatmentorservicestoreceiveassistance;

o Havelowbarrierstoentryandaccommodatepeoplewithpossessions,partners,pets,andotherneeds;

o Incorporateclientchoicebyhelpingparticipantsfindpermanenthousingbasedontheiruniquestrengths,needs,preferences,andfinancialresources–participantswillchoosewhentheyarereadytoexitthecrisishousingportionoftheprojectandmovetopermanenthousing,withprovidersassistingparticipantswiththismove.

o Provideorconnectparticipantstoresourcesthathelpthemimprovetheirsafetyandwell-beingandachievetheirgoals;and

o Targetandprioritizepeopleexperiencinghomelessnesswithhigherneedsandwhoaremostvulnerable,especiallythosewhoareunsheltered,haveexperiencedlongormultipleepisodesofhomelessness,havehigherbarrierstoexitinghomelessness,andaremorelikelytobevictimsofviolenceorharm.

5. DEDICATEDHOMELESSMANAGEMENTINFORMATONSYSTEM(HMIS)(REALLOCATIONONLY)• HUDrequireseachCoCtodesignateaninformationsystemtocomplywithdata

collectionrequirements.HMISsupportsCoCfunctioning,reportingandrecordkeeping,centralizedorcoordinatedassessment,andperformancemeasurement.

• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionofthismanual,page26):o HMISo IndirectCostso Administration

• TheCoC’sHMISLeadAgencyistheonlyagencythatcanapplyforthisfunding.

6. SSOPROJECTFORACENTRALIZEDORCOORDINATEDASSESSMENTSYSTEM(REALLOCATIONONLY)• Centralizedorcoordinatedassessmentsystemisdefinedtomeanacentralizedor

coordinatedprocessdesignedtocoordinateprogramparticipantintake,assessment,

andprovisionofreferrals.AcentralizedorcoordinatedassessmentsystemcoverstheCoC’sgeographicarea,iseasilyaccessedbyindividualsandfamiliesseekinghousingorservices,iswelladvertised,andincludesacomprehensiveandstandardizedassessmenttool.

• Grantfundsmaybeusedfor(see“EligibleCoststoInformProjectDesign”sectionofthismanual,page26):o Supportiveserviceso IndirectCostso Administration.

III. NEWPROJECTBASICDESIGNREQUIREMENTS

A. THRESHOLDREQUIREMENTS

Fornewprojects,thereviewprocessconsidersapplicantandsubrecipienteligibilityandcapacity,projecteligibility,andprojectqualityaspartofthethresholdreview.ProjectEligibilityThreshold:HUDwillrevieweligibilitythresholdrequirementsonapass/failstandard,andifstandardsarenotmet,theprojectwillberejectedfromthecompetition.Applicantsandsubrecipientsmust:

• BeeligibleundertheCoCProgram(seesubsectionDbelow)• Demonstratefinancialandmanagementcapacityandexperiencetocarryoutthe

projectandtoadministerfederalfunds• Submitrequiredcertifications• Proposeaneligiblepopulationfortheprojecttype,asdesignatedbytheCoCProgram

InterimRuleandtheNOFA• Showthattheprojectiscost-effective,withcostsnotdeviatingsubstantiallyfromthe

norminthatlocaleforsimilarprojectactivities• AgreetoparticipateinHMIS(exceptforvictimserviceproviderswhomustusea

comparabledatabase)ProjectQualityThreshold:HUDwillreviewallnewprojectapplicationstodetermineiftheymeetprojectqualitythresholdrequirementswithclearandconvincingevidence.Thehousingandservicesproposedmustbeappropriatetotheneedsoftheprogramparticipantsandthecommunity.

• Fornewpermanenthousingprojects,applicationsmustreceiveatleast3outof4possiblepointstobefunded.Qualitythresholdfactorsinclude:

o Whetherthetypeofhousing,number,andconfigurationofunitswillfittheneedsoftheprogramparticipants;

o Whetherthetypeofthesupportiveservicesoffered(regardlessoffundingsource)willensurethatparticipantsobtainorretainpermanenthousing;

o Whethertheplantoconnectclientstobenefitsmeetsprogramparticipantneeds;and

o Whetherparticipantsareassistedinobtainingandremainingpermanenthousinginamannerthatfitstheirneeds.

• FornewJointTHandPH-RRHcomponentprojects,applicationsmustreceiveatleast3outof5possiblepointstobefunded.Qualitythresholdfactorsinclude:

o Whetherthetypeofhousing,number,andconfigurationofunitswillfittheneedsoftheprogramparticipants;

o Whetherthetypeofthesupportiveservicesoffered(regardlessoffundingsource)willensurethatparticipantsobtainorretainpermanenthousing;

o Whethertheplantoconnectclientstobenefitsmeetsprogramparticipantneeds;

o Whetherparticipantsareassistedinobtainingandremainingpermanenthousinginamannerthatfitstheirneeds;and

o Whethertheprojectadherestoahousingfirstmodel.• FornewSSOprojectsforcentralizedorcoordinatedassessmentsystems,applications

mustreceiveatleast2outof4possiblepointstobefunded.Qualitythresholdfactorsinclude:

o WhetherthesystemiseasilyaccessibletoallintheCoC’sgeographywhoareseekinginformationabouthomelessnessassistance;

o Whethertheadvertisingstrategyisdesignedtoreachpersonswiththehighestbarriers;

o Whetherthereisastandardizedassessmentprocess;ando Whethertheprojectensuresparticipantsaredirectedtohousing/servicesthat

fittheirneeds.• FornewHMISprojects,applicationsmustreceiveatleast3outof4possiblepointsto

befunded.Qualitythresholdfactorsinclude:o HowtheHMISfundswillbeexpendedinawaythatisconsistentwiththeCoC’s

fundingstrategyfortheHMISandfurtherstheCoC’sHMISimplementation;o WhethertheHMIScollectsallUniversalDataElements;o WhethertheHMISun-duplicatesclientrecords;ando WhethertheHMISproducesallHUD-requiredreportsandprovidedataas

neededforHUDreporting(e.g.,APR,quarterlyreports,dataforCAPER/ESGreporting).

Otherthresholdrequirements:

• Projectapplicantsandpotentialsubrecipientsmusthavesatisfactorycapacity,drawdowns,andperformanceforexistinggrant(s),asevidencedbytimelyreimbursementofsubrecipients,regulardrawdowns,andtimelyresolutionofanymonitoringfindings.

• Forexpansionprojects,projectapplicantsmustclearlyarticulatethepartoftheprojectthatisbeingexpanded.Additionally,theprojectapplicantsmustclearlydemonstratethattheyarenotreplacingotherfundingsources.

• Projectapplicantsmustdemonstratetheywillbeabletomeetalltimelinessstandardsper24CFR578.85.

• HUDreservestherighttodenythefundingrequestforanewproject,iftherequestismadebyanexistingrecipientthatHUDfindstohavesignificantissuesrelatedtocapacity,performance,orunresolvedaudit/monitoringfindingrelatedtooneormoreexistinggrants.Additionally,HUDreservestherighttowithdrawfundsifnoAPRissubmittedonthepriorgrant.

• AllprojectsmusthaveaDUNSnumberandactiveregistrationinSAM.

B. FUNDINGLEVELS&LIMITS

Eachyear’sNoticeofFundingAvailability(NOFA)willstatehowthefundingamountistobecalculated.Thisyear,theserulesapply:

• NewprojectapplicationsmustrequestthefullFairMarketRent(FMR)amountperunit.• HUDwilladjustleasing,operating,andrentalassistancebudgetlineitemsbasedon

changestotheFMR.Alladjustmentswillbemadepriortoawardannouncement.• Iftherecipienthasasubrecipient,itisrequiredtoshareatleast50%ofproject

administrativefundswithitssubrecipient(s).

C. TIMELINESS

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

• Forrecipientsoffundsforrehabilitationornewconstruction:o Constructionactivitiesmustbeginwithin9monthsofthelaterofsigningofthe

grantagreementorofsigninganaddendumtothegrantagreementauthorizinguseofgrantfundsfortheproject.

o Constructionactivitiesmustbecompletedwithin24monthsofsigningthegrantagreement.

o Activitiesthatcannotbeginuntilafterconstructionactivitiesarecompletedmustbeginwithin3monthsofthedatethatconstructionactivitiesarecompleted.

• Inordertoexpendfundswithinstatutorilyrequireddeadlines,applicantsfundedfornewsponsor-basedandproject-basedrentalassistancemustexecutethegrantagreementandbeginprovidingrentalassistancewithin2years.However,HUDstronglyencouragesallrentalassistancetobeginwithin12monthsofaward.Applicantsunabletobeginwithin12monthsshouldconsultwiththelocalHUDCPDFieldOffice.

D. ELIGIBLEAPPLICANTS

• Non-profitorganizations• States• Localgovernments• InstrumentalitiesofStateandlocalgovernments• Publichousingagencies

NOTE:HUDwillnotevaluateapplicationsfromineligibleapplicants(includingtribes,tribal

entities,for-profitentities,andindividuals).HUDwillreviewtheapplicant’scapacitytodothework.

E. INITIALFUNDINGTERM

• Newprojectsmayrequestfundingfora1-yeargrantterm(butinsomecases,canalsoapplyfora2-,3-,4-,5-,or15-yeargrant).However,anynewprojectsrequestingcapitalcosts(i.e.,newconstruction,acquisition,orrehabilitation)arenoteligiblefor1-yearrequestsandHUDwillincreasethegranttermto3yearsiftheyaresubmittedfor1-yearterms.

• Anewprojectrequesting,forexample,$300,000wouldreceivethefullamountforaoneyeargrant,$150,000eachyearforatwo-yeargrant,and$100,000eachyearforathree-yeargrant,andsoon.Ifconsideringalonger-termgrant,pleasereviewtheNOFAorconsultwithHomeBaseLocalTeammembersforgranttermrequirements.

F. MATCHREQUIREMENT

• See“OtherResources”sectionofthishandbookformoredetail.

IV. RENEWALPROJECTSDESIGNREQUIREMENTS

Tobeeligibleforrenewalfunding:• TheapplicationmustbeapprovedbytheCoCforsubmissioninthisNOFA.• TheapplicantmusthaveanexecutedgrantagreementbyDecember31,2017,andthe

currentgrantmustexpirebetweenJanuary1andDecember31,2018.• TheapplicantmustbetheentitythatsignedtheexpiringgrantagreementwithHUD.

ThelistofpotentialprojectseligibleforrenewalinFY2017forourCoCisprovidedasaseparatehandout,containinginformationfromtheCoC’sGrantsInventoryWorksheetorGIW.ThetotalrequestforeachrenewingprojectmaynotexceedtheamountHUDapprovedforthatprojectontheGIW.

A. HIGHLIGHTSOFCHANGESINTHEFY2017NOFAFORRENEWALPROJECTS

• Renewalprojectapplicants(forgrantsthathaverenewedatleastonce)maysubmittheirrenewalprojectapplicationswithnochangesonselectscreensandhavesimplifiedbudgetscreens.ThischangeshouldspeedapplicationprocessesforapplicantsandreviewbyHUDstaff.

• Arenewalprojectthatispermanentsupportivehousing100%dedicatedtochronicallyhomelesspeoplemayeitherbecomeaDedicatedPLUSprojectormaycontinuetodedicate100percentofitsbedstochronicallyhomelessindividualsandfamilies.Ifarenewalprojectthathas100percentofitsbedsdedicatedtochronicallyhomelessindividualsandfamilieselectstobecomeaDedicatedPLUSproject,theprojectwillberequiredtoadheretoallfairhousingrequirementsat24CFR578.93.

• Arenewalprojectthatisrapidrehousingisnotrequiredtocontinuetoserveonlythoseparticipantswhowereinarapidrehousingcategorywhentheprojectwasinitiallyfunded.Therefore,ifarenewingrapidrehousingprojectwasoriginallyfundedtoserveonlyfamilieswithchildren,thatproject,throughtheFY2017projectapplication,mayindicateitwillalsoserveindividualsifitsochooses.

B. ELIGIBLERENEWALCOSTS

AllrenewalprojectsmustsubmitanapplicationthatreflectsthesamecostsandamountsasarelistedontheGrantInventoryWorksheetforthatgrant.Thosecostsmayinclude:

• Leasing• Rentalassistance• Operatingcosts• Supportiveservices

Consolidation

HUDencouragestheconsolidationofrenewalgrantswhenthegrantsarewiththesamerecipient,havethesamecomponentandexpireinthesameyear,however,projectsthathavenotyetbeenconsolidatedmustsubmitseparateprojectapplicationsforindividualrenewalgrants.Consolidationcanoccuratgrantagreementexecution,withsomelimitations.

• HMIS• IndirectCosts• Administration

C. THRESHOLDREQUIREMENTS

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

• Whethertheprojectapplicant’sperformancemettheplansandgoalsestablishedintheinitialapplicationasamended

• Whethertheprojectapplicantdemonstratedalltimelinessstandardsforgrantsbeingrenewed,includingthatstandardsfortheexpenditureofgrantfundshavebeenmet

• Theprojectapplicant’sperformanceinassistingprogramparticipantstoachieveandmaintainindependentlivingandrecordofsuccess,exceptthatHMIS-dedicatedprojectsarenotrequiredtomeetthisstandard;and

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

HUDreservestherighttoreduceorrejectafundingrequestfromtheprojectapplicantforthefollowingreasons:

• OutstandingobligationtoHUDthatisinarrearsorforwhichapaymentschedulehasnotbeenagreedupon

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

theprojectanditsperformance• Historyofnotreimbursingsubrecipientsforeligiblecostsinatimelymanner,oratleast

quarterly;and

• Historyofservingineligibleprogramparticipants,expendingfundsonineligiblecosts,orfailingtoexpendfundswithinstatutorilyestablishedtimeframes.

D. FUNDINGLEVELS&LIMITS

Eachyear’sNoticeofFundingAvailability(NOFA)willstatehowtherenewalamountistobecalculated.Thisyear,theserulesapply:

• Eligiblerenewalprojectsrequestingrentalassistancearepermittedtorequestaper-unitamountlessthantheFairMarketRent(FMR),basedontheactualrentcostsperunit(butnotmorethan).Thiswillhelptoreducethenumberofprojectsreceivingrentalassistancethathavelargebalancesofunspentfundsremainingattheendoftheoperatingyear.RenewalprojectapplicantsmustensurethattheamountrequestedwillbesufficienttocoveralleligiblecostsasHUDcannotprovidefundsbeyondwhatisawardedthroughthecompetition.

• HUDwilladjustleasing,operating,andrentalassistancebudgetlineitemsbasedonchangestotheFairMarketRents(FMR).Alladjustmentswillbemadepriortoawardannouncement.BecausetheapplicationdeadlinefallsinFY2017,HUDwilluseFY2017FMRs.

• Torequestincreasedfundingtoahigherlevelofservices/housingthanthepreviousgrant,theapplicantmustsubmitanewapplicationforanyproposedexpansionandrenewalapplicationtorenewtheexistingproject.(Theonlynewapplicationsforfundingacceptedwillbethosedescribedearlierinthisdocument,SectionII.D.)

• Iftherecipienthasasubrecipient,itisrequiredtoshareatleast50%ofprojectadministrativefundswithitssubrecipient(s).

E. FUNDINGTERM

• Allrenewalsareeligibletoapplyforoneyearofrenewalfunding.

F. MATCHREQUIREMENT

• See“OtherResources”sectionofthismanualformoredetail.

V. ELIGIBLECOSTSTOINFORMPROJECTDESIGN

InformationabouteligiblecostsundereachlineitemcanbefoundintheCoCProgramInterimRule,24CFR578.AusefulversionoftheCoCProgramInterimRulecanalsobefoundat:https://www.hudexchange.info/resources/documents/CoCProgramInterimRule_FormattedVersion.pdfIfyouwouldlikeadocumentthatclarifieseligiblecostsinaneasy-to-readformat,pleasecontactyourHomeBaseLocalTeammemberandonewillbeprovidedtoyou.

NOTE:ProjectsoftenhaveadditionallimitationsbeyondthoseintheInterimRule,duetotheirprojectdesignortheNOFAunderwhichtheywere

originallyfunded.Afewthingstohighlightbecausetheyhavechangedinrecentyearsinclude:

• Programincomecanbeusedatmatch.Programincomemustalwaysbeusedforeligibleactivitiesunderthegrant.Newthisyear,projectapplicantsthatintendtouseprogramincomeasmatchmustprovideanestimateofhowmuchprogramincomewillbeusedformatch.

• Non-profitorganizationshavepermanentauthoritytoadministerrentalassistanceprojectsforpermanenthousingprojects.

• Tenant-basedRentalAssistance(TBRA)isrentalassistanceinwhichprogramparticipantschoosehousingofanappropriatesizeinwhichtoreside,andcertainhouseholdswithdomesticviolenceexperiencehavebeenabletoretaintheassistanceoutsidetheCoC’sarea.Asoflastyear,otherprogramparticipantsmayalsochoosehousingoutsidetheCoC’sgeographicareaiftherecipientisabletomeetallCoCrequirementsintheareawheretheparticipantchooseshousing.Ifunabletomeettherequirements,therecipientmayrefusetopermittheparticipanttoretainTBRAiftheparticipantmovesoutsideofthegeographicarea.

• Indirectcosts(alsoknownas“facilitiesandadministrativecosts”definedat2CFR200.56)areeligibleundertheCoCProgram,andiftheapplicantdoesnothaveanapprovedfederallynegotiatedindirectcostrate,theapplicantmayuseademinimisrateof10percentofModifiedTotalDirectCosts.(Seecalloutboxonnextpageformoredetail.)

Alsoremember:

• Stafftrainingandthecostsofobtainingprofessionallicensesorcertificationsneededtoprovidesupportiveservicesarenoteligiblesupportiveservicescosts.Somelimitedtrainingiseligibleunderadministrativecosts,however.

• Administrativecostsdonotincludestaffandoverheadcostsdirectlyrelatedtocarryingoutothereligibleactivities(e.g.,rentalassistance),becausethosecostsareeligibleaspartofthoseactivities.

• TimespentpreparingtheannualapplicationtoHUDisnotaneligibleuseofCoCfunds.

INDIRECTCOSTSIndirectcosts(alsoknownas“facilitiesandadministrativecosts”definedat2CFR200.56)arethosecostsincurredforacommonorjointpurposebenefitingmorethanonecostobjective,andnotreadilyassignabletothecostobjectivesspecificallybenefited,withouteffortdisproportionatetotheresultsachieved.Tofacilitateequitabledistributionofindirectexpensestothecostobjectivesserved,itmaybenecessarytoestablishanumberofpoolsofindirectcosts.Indirectcostpoolsshouldbedistributedtobenefitedcostobjectivesonbasesthatwillproduceanequitableresultinconsiderationofrelativebenefitsderived.Referto2CF200.413and200.414foradditionalinformationondeterminingifcostschargedtotheawardaredirectorindirect.

ApplicantsselectedforfundingpursuanttothisNOFAmaychargeindirectcoststotheaward.

ApplicantswithanapprovedfederallynegotiatedindirectcostratemustsubmitwiththeirapplicationacopyoftheirapprovedIndirectCostRateProposaltosubstantiatetheirrequest.

Applicantsthatdonothaveanapprovedfederallynegotiatedindirectcostratemaychargeamaximumrateof10percentofModifiedTotalDirectCosts.2CFR200.414(f)statesthatnonfederalentitiesthathaveneverreceivedanegotiatedindirectcostrate(exceptagovernmentaldepartmentoragencyunitthatreceivesmorethan$35millionindirectfederalfunding)mayelecttochargeademinimisrateof10percentofModifiedTotalDirectCosts,whichmaybeusedindefinitely.Ifchosen,thismethodologymustbeusedconsistentlyforallfederalawardsuntiltheentitychoosestosubmitanindirectcostrateproposalandnegotiateforarate.

Ifanapplicantchoosestonegotiateforanindirectcostrate,theapplicantmustcontactthedesignatedcognizantagencyforindirectcosts.Forinformationaboutcognizantagenciesforindirectcostrates,see2CFR200.19.

VI. ELIGIBLEPROJECTPARTICIPANTS:WHOCANBESERVED?

AllHUDCoCfundingprogramsrequirethatparticipantsbehomeless.However,differentprojecttypeshavedifferentrequirementsforwhoishomelessandwhoiseligible.WhilesomeofthecategoriesbelowidentifyacertainsubpopulationofhomelesspeoplewhoprojectsMUSTserveexclusively,thisdoesnotmeanthesubpopulationmaynotbeservedbyanotherprojectthatisnotlimitedtothatpopulation.However,HUDindicatesthatforanyPSHbeds,chronicallyhomelesspeoplewithinthespecifiedsubpopulationshouldbeprioritizedforentry.IntheSantaClaraCountyCoC,allreferralsforpermanenthousingarethroughtheCoC’sCoordinatedAssessmentSystem.Asalways,whatgovernsisyourgrantagreement.

• Ifyourgrantagreementlimitswhoyoucanservebeyondthelimitationshere,thatisthepopulationyoumustserve.

• Newprojectapplicantsmayalsohavestricterlimitationsonwhotheyareeligibletoservethanwhatisincludedhere.

• ThissectionoftheHandbookisincludedtoorientyoutotheProgramRules,nottheobligationsthatapplytoyourspecificgrant.

Keytoabbreviations: HEARTHDefinitionCategoriesPSH=permanentsupportivehousingRRH=rapidrehousingSH=safehaven TH=transitionalhousingSSO=supportiveservicesonlyCH=ProjectsfundedundertheSamaritanBonusforchronicallyhomelessindividualsorotherprojectsservingonlychronicallyhomelesspeople

Cat1=Shelter,Streets,etc.Cat2=ImminentlyatRiskofHomelessnessCat3=Families/youthhomelessunderotherFederalstatutesCat4=Homelessduetodomesticviolence,etc.

WhoIs“Homeless”?

PSH# RRH SH TH@ SSO CHLivinginplacesnotmeantforhumanhabitation:cars,parks,sidewalks,andabandonedbuildings

Livinginemergencyshelterorgovernment/charity-fundedmotel(emergencyvoucher)

Livinginasafehaven(asdefinedby X X X X X X

#NewPSHforCHprojectsfundedundertheFY2017CoCNOFAmustcomplywiththeCHcolumn.NewDedicatedPLUSprojectshaveaslightlyexpandeddefinitionofhomelessnesstoapplyfromtheCHcolumn(seeSectionII.D.2,page13).@ JointTHandPH-RRHComponentprojectsfundedundertheFY2017CoCNOFAhavesimilareligibilityrequirementstoaTHorRRHprojectinthischart.

PSH# RRH SH TH@ SSO CHHUD) Cat1 Cat1 Cat1 Cat1 Cat1 Cat1Livedinoneoftheaboveplacesbuttemporarily–fornomorethan90days–inaninstitution

LivinginTransitionalHousingforhomelesspeopleandoriginallycamefromthestreetsoremergencyshelter

X*Cat1

LivinginTransitionalHousingforhomelesspeopleandDIDNOToriginallycomefromthestreetsoremergencyshelter

LimitedtoCat4

Beingevictedwithinfourteendaysandnosubsequentresidencehasbeenidentifiedandlacksresourcesandsupportnetworktoaccesshousing

X*Cat2 X

Unaccompaniedyouthunder25orfamilieswithchildrenhomelessunderotherfederalstatutesandwhohavenothadalease/ownership/occupancyagreementforpast60days,havemoved2+timesinpast60days,andwillcontinuebeingunstablyhousedbecauseofoneofseveralconditions/situations(e.g.chronicdisabilities,employmentbarriers,etc.)

X*Cat3(ifhavespecialHUD

approval)

XCat3(ifhavespecialHUD

approval)

XCat3(ifhavespecialHUD

approval)

Fleeingdomestic/datingviolence,sexualassault,stalking,etc.andnootherresidencehasbeenidentifiedandlacksresourcesandsupportnetworktoaccesshousingInthe2015NOFA,HUDclarifiedthatpersonsfleeingorattemptingtofleehumantrafficking,includingsextrafficking,qualifyunderthiscategory.

XCat4butfrom

streets,ES,SH,orTH

(orinstitutionslessthan90days)

XCat4 X

XCat4but

seechronicallyhomelessbelow

* NewRRHprojectsfundedunderthisFY2017CoCNOFAmaynotservepersonslivinginTH(unlesstheTHprojectwaseliminatedintheFY2017CoCProgramCompetition,ortheTHisfundedbyaJointTHandPH-RRHcomponentproject);personsbeingevictedwithinfourteendays(Category2);oryouth/familieshomelessunderotherFederalstatutes(Category3).

OtherEligibilityRequirementsforCoCProjectParticipants

PSH RRH SH TH SSO CHMustbedisabled(physically,mentally,emotionally,developmentally,duetoalcoholand/ordrugs,orduetoHIV/AIDS):• Long-continuingorindefiniteduration• Substantiallyimpedesabilitytolive

independently• Ofanaturethatwouldbeimprovedby

suitablehousing(Seethefulldefinitionofdisabilitybelow.)

Mayserve

X Mayserve

Mayserve X

Mustlivealone,sufferfromseriousmentalillnessandotherdebilitativebehavioralconditions,liveonthestreets,andhavebeenunwillingorunabletoparticipateinsupportiveservices

Mayserve

Mayserve X May

serveMayserve

Mayserve

Mustbechronicallyhomeless,definedas:ahomelessindividual,orafamilywithanadultheadofhousehold(orifnoadult,aminorheadofhousehold)withadisability(see“PersonswithDisabilities”definedbelow)who:

• Livesinaplacenotmeantforhumanhabitation,asafehaven,orinanemergencyshelter;AND

• Hasbeenhomelessinsuchplaceforatleast12monthsORonatleast4separateoccasionsinthelast3years,aslongasthecombinedoccasionsequalatleast12monthsandeachbreakinhomelessnessseparatingtheoccasionsincludedatleast7consecutivenights

Staysininstitutionalcarefacilitiesforfewerthan90dayswillnotconstituteabreakinhomelessness,butareincludedinthe12-monthtotal.

Mayserve

Mayserve X

PeopleinthefollowingsituationsareNOThomeless:

• Inhousing,eventhoughtheyarepayinganexcessiveamountfortheirhousing,thehousingissubstandardandinneedofrepair,orthehousingiscrowded;

• Livingwithrelativesorfriends;• LivinginaBoardandCare,AdultCongregateLivingFacility,orsimilarplace;• Beingdischargedfromaninstitution(afterastayof90consecutivedaysormore);or• UtilizingHousingChoiceVouchers,exceptKatrinaevacueesthatreceivedKatrina

DisasterHousingAssistanceProgram(KDHAP)HousingChoiceVouchers

FREQUENTLYASKEDQUESTIONS:WHOISHOMELESS?Withregardtothefinalruleonthedefinitionofhomeless,doestheconditionthat“Theprimarynighttimeresidencewillbelostwithin14daysofthedateofapplicationforhomelessassistance”applywhenanindividualorfamilywhoislivingwithsomeoneistoldtheyneedtomoveoutinaweek?

Yes,aslongastheymeetalloftheotherrequirementsofcategory2ofthehomelessdefinition.Thesecondcategoryofthedefinitionofhomelessincludesindividualsandfamilieswhoarewithin14daysoflosingtheirhousing,includinghousingtheyown,rent,aresharingwithothers,orarelivinginwithoutpayingrent.Italsoincludesindividualsandfamilieswhoarelivinginhotelsandmotelsthattheyarepayingforusingtheirownresources.Anyindividualorfamilywhowilllosetheirhousingwithin14days–includingthosewhoarewithinoneweekoflosingtheirhousing–whohavenotidentifiedasubsequentresidence,andwholacktheresourcesorsupportnetworksneededtoobtainotherpermanenthousing,qualifiesas“homeless”undercategory2ofthehomelessdefinition.

Withregardtothefinalruleonthedefinitionofhomeless,areallindividualsandfamiliesthatarecurrentlyresidingintransitionalhousingprogramsnoweligibleforpermanentsupportivehousing?

No,notallindividualsandfamiliescurrentlyresidingintransitionalhousingwillbeeligibleforpermanentsupportivehousing.PermanenthousingprojectsmustcontinuetoabidebythelimitationsandrequirementsincludedintheNOFAunderwhichtheywerefunded,includingthelimitationoneligibility.Forexample,projectsfundedintheFY2016CoCCompetitionmustcontinuetoabidebythelimitationonPermanentSupportiveHousingsetforthintheNOFAinSectionV.G.2.b(4),whichstates,"Theonlypersonswhomaybeservedbyanynon-dedicatedpermanenthousingbedsarethosewhocomefromthestreets,emergencyshelters,safehavens,institutions,ortransitionalhousing.Homelessindividualsandhomelessfamiliescomingfromtransitionalhousingmusthaveoriginallycomefromthestreetsoremergencyshelter.Homelessindividualsandfamilieswithaqualifyingdisabilitywhowerefleeingorattemptingtofleedomesticviolence,datingviolence,sexualassault,stalking,orotherdangerousorlifethreateningconditionsandarelivingintransitionalhousing,areeligibleforpermanentsupportivehousingeveniftheydidnotliveonthestreets,emergencyshelters,orsafehavenspriortoentryinthetransitionalhousing.Personsexitinginstitutionswheretheresidedfor90daysorlessandcamefromthestreets,emergencyshelter,orsafehavensimmediatelypriortoenteringtheinstitutionarealsoeligibleforpermanentsupportivehousing.”

Areyouthwhoarewithin14daysofexitingthefostercaresystemwhohavenotidentifiedotherpermanenthousingandhavenootherresourcesorsupportnetworkstoobtainpermanenthousingdefinedashomelessunderCategory2ofthedefinitionofhomeless?

No.Youthwhoarewithin14daysofexitingthefostercaresystemwhohavenotidentifiedotherpermanenthousingandwhohavenootherresourcesorsupport

networkstoobtainpermanenthousingarenotdefinedashomelessunderCategory2ofthedefinitionofhomeless.ThisisdifferentthanhowHUDoperationalizedeligibilityforTransitionalHousingandSupportiveServiceOnlyprojectsundertheSupportiveHousingProgram.TheHEARTHActamendmentschangedthedefinitionofhomelessforHUD’sHomelessAssistanceprogramsandHUDbeganimplementingthechangesthroughtheFY2011HomelessAssistanceGrantsProgramcompetition.Inmostinstances,thedefinitionwasbroadened;however,inthisoneinstance,thedefinitionwasnarrowed.ThestatutorylanguageinSection103(5),whichHUDfurtherclarifiedthroughtheregulations,definesashomeless,“Anindividualwhoresidedinashelterorplacenotmeantforhumanhabitationandwhoisexitinganinstitutionwhereheorshetemporarilyresided.”Throughtheregulation,HUDfurtherclarifiedthatindividualsexitingsystemsofcare,includinginstitutionsandfostercare,arenolongerdefinedashomelessiftheyhaveresidedthereformorethan90daysandwerenotpreviouslylivingonthestreetsorinemergencyshelterpriortoenteringtheinstitutionorsystemofcare.ThismeansthatunaccompaniedyouthbeingemancipatedfromthefostercaresystemarenotdefinedashomelessunderCategory1,unlesstheyareresidingonthestreetsorinanemergencyshelteratthepointofintake.Additionally,HUDhasdeterminedthatindividualsexitinginstitutions,orsystemsofcare,arenotdefinedashomelessunderparagraph(2)ofthedefinitionofhomelesseveniftheyarewithin14-daysofdischargeandnosubsequentresidencehasbeenidentified.ThismeansthatunaccompaniedyouthwhoarebeingemancipatedfromthefostercaresystemarenotdefinedashomelessunderCategory2,andarethereforenoteligibleforthoseprojectsthatserveCategory2intheCoCProgram.

Definitionof“PersonswithDisabilities”:

• Apersonshallbeconsideredtohaveadisabilityifheorshehasadisabilitythat:o Isexpectedtobelong-continuingorofindefiniteduration;o Substantiallyimpedestheindividual’sabilitytoliveindependently;o Couldbeimprovedbytheprovisionofmoresuitablehousingconditions;ando Isaphysical,mental,oremotionalimpairment,includinganimpairmentcaused

byalcoholordrugabuse,posttraumaticstressdisorder,orbraininjury.• Apersonwillalsobeconsideredtohaveadisabilityifheorshehasadevelopmental

disability.1

1 Developmentaldisabilitymeans,asdefinedinsection102oftheDevelopmentalDisabilitiesAssistanceandBillofRightsActof2000(42U.S.C.15002):(1)Asevere,chronicdisabilityofanindividualthat—

(i)Isattributabletoamentalorphysicalimpairmentorcombinationofmentalandphysicalimpairments;(ii)Ismanifestedbeforetheindividualattainsage22;(iii)Islikelytocontinueindefinitely;(iv)Resultsinsubstantialfunctionallimitationsinthreeormoreofthefollowingareasofmajorlifeactivity:

(A)Self-care;(B)Receptiveandexpressivelanguage;(C)Learning;(D)Mobility;

• Apersonwillalsobeconsideredtohaveadisabilityifheorshehasacquiredimmunodeficiencysyndrome(AIDS)oranyconditionsarisingfromtheetiologicagentforacquiredimmunodeficiencysyndrome,includinginfectionwiththehumanimmunodeficiencyvirus(HIV).

• Theterm“personwithdisabilities”alsoincludes,exceptinthecaseoftheSROcomponent,

o Twoormorepersonswithdisabilitieslivingtogether,o Oneormoresuchpersonslivingwithanotherpersonwhoisdeterminedtobe

importanttotheircareorwell-being,ando Thesurvivingmemberormembersofanydisabledhouseholdwhowereliving,in

aunitassistedwithCoCfunds,withthedeceaseddisabledmemberofthehouseholdatthetimeofhisorherdeath.(Therighttorentalassistanceunderthispartwillterminateattheendofthegrantperiodinwhichthedeceasedmemberwasaparticipant.)

Keytothedefinitionofdisabilityisdeterminingthattheimpairmentisoflong-continuedorindefinitedurationandsubstantiallyimpedestheperson’sabilitytoliveindependently.Forexample,drugoralcoholabusethatdoesnotsubstantiallyimpedeaperson’sabilitytoliveindependentlydoesnotqualifyasadisability.

(E)Self-direction;(F)Capacityforindependentliving;(G)Economicself-sufficiency;and

(v)Reflectstheindividual’sneedforacombinationandsequenceofspecial,interdisciplinary,orgenericservices,individualizedsupports,orotherformsofassistancethatareoflifelongorextendeddurationandareindividuallyplannedandcoordinated.

(2)Anindividualfrombirthtoage9,inclusive,whohasasubstantialdevelopmentaldelayorspecificcongenitaloracquiredcondition,maybeconsideredtohaveadevelopmentaldisabilitywithoutmeetingthreeormoreofthecriteriadescribedinparagraphs(1)(i)through(v)ofthedefinitionof‘‘developmentaldisability’’iftheindividual,withoutservicesandsupports,hasahighprobabilityofmeetingthosecriterialaterinlife.

PROGRAMREQUIREMENTS

VII. OTHERRESOURCES

A. MATCH

Recipientsandsubrecipientsarerequiredtoprovidecashorin-kindmatchfromsourcesoutsideofthisgrantfundingrequestinaccordancewiththeCoCregulations.

• Therecipientorsubrecipientmustmatchallgrantfunds,exceptforleasingfunds,withnolessthan25percentoffundsorin-kindcontributionsfromothersources.The25percentmatchmustbeprovidedonagrant-by-grantbasis.

• CashMatch:Arecipientorsubrecipientmayusefundsfromanysource,includingany

otherfederalsources(excludingContinuumofCareprogramfunds),aswellasState,local,andprivatesources,providedthatfundsfromthesourcearenotstatutorilyprohibitedtobeusedasamatch.(TherecipientmustensurethattherulesgoverningmatchfundsallowthemtobematchfortheCoCProgram.)

o ThecashmustbeusedforactivitiesthatareeligibleunderSubpartDoftheCoCInterimRule.

o NOTE:ProgramincomeCANbeusedasmatch.Projectapplicantsthatintendtouseprogramincomeasmatchmustprovideanestimateofhowmuchprogramincomewillbeusedformatch.

• In-kindMatch:Therecipientorsubrecipientmayusethevalueofanyrealproperty,

equipment,goods,orservicescontributedtotheprojectasmatch,providedthat,iftherecipientorsubrecipienthadtopayforthemwithgrantfunds,thecostswouldhavebeeneligible.

o Beforegrantexecution,servicestobeprovidedbyathirdpartymustbedocumentedbyamemorandumofunderstanding(MOU)betweentherecipientorsubrecipientandthethirdpartythatwillprovidetheservices.

§ Servicesprovidedbyindividualsmustbevaluedatratesconsistentwiththoseordinarilypaidforsimilarworkintherecipient’sorsubrecipient’sorganization.

§ TheMOUmustestablishtheunconditionalcommitment,exceptforselectiontoreceiveagrant,bythethirdpartytoprovideservices,thespecificservicetobeprovided,theprofessionofthepersonsprovidingtheservice,andthehourlycostoftheservicetobeprovided.

B. LEVERAGE

Inthepast,havinglettersindicatingfinancialsupport(“leverageletters”)foritsprojectsimprovedtheCoC’sscoreinthenationalcompetition.In2017,asin2016,theCoCisnotscoredontheamountofleverageitsubmitsandleveragedocumentationisnotrequiredaspartoftheprojectapplication.

C. DOCUMENTATIONOFMATCH

ApplicantsarerequiredtodocumentallmatchcommitmentsforHUD.DocumentationmustbedatedbetweenMay1,2017andSeptember28,2017.Thefollowingpagesprovideaformfordocumentationandpotentialsourcesofmatch.Theagencymaywritealetterinsteadofusingthechartonthefollowingpage,butthelettermustincludeeachofthepiecesofinformationrepresented.Intheprojectapplication,projectsmustlistthetypeofsourceandthevalueofeachmatchcommitment,butwillNOTberequiredtoattachthematchletter.Thematchinformationenteredine-snapsshouldbebasedonthecurrentcommitmentsatthetimeofprojectapplication,coveringtherequestedgrantoperatingperiod,andNOTbasedonprojections.Theapplicationshouldbeaccurate,withacommitmentletter(s)inplacethatincludestheamount(s)listed.

D. FORMOFMATCHLETTER

[Thismustbeontheletterheadoftheentityprovidingtheresource.]

Inthechartbelowisinformationregardingtheresourcebeingprovidedbythisagency.

Nameoforganizationprovidingtheresource

Typeofcontribution*

Valueofthecontribution**

Nameofproject

Nameofgrantrecipientand/orsubrecipient

Datethecontributionwillbeavailable***

[________],2018OR[_________],2019

Nameofpersonauthorizedtocommittheseresources

Titleofpersonauthorizedtocommittheseresources.

Signatureofpersonauthorizedtocommittheseresources.

Date MustbedatedbetweenMay1andSeptember28,2017* E.g.,cash,childcare,casemanagement,healthcare,etc.**Ifpossible,identifytheformulaandvaluesusedincalculatingthevalue.***Forrenewals,thisdatemustbewithinyour2018-2019operatingyear.

E. EXAMPLESOFOTHERRESOURCES

AdvocacyAssistancetoimmigrationBenefitsadvocacyHousingadvocacyLegalassistance,advocacy,representation,andreferralsPeeradvocacyTenantrightsworkshopsChildrenAfter-schoolchildren’sprogramChilddevelopmentconsultationChildcareservicesChildren’sbooks,loanedtelevision,videos,artsuppliesasavailable,training,ticketsforspecialeventsChildren’sartprogramChildren’sbooksChildren’scircusprogramChildren’sholidaypartyandshoppingspreeK-12homelesseducationParentingclassesSummercampTherapeuticdaycareWeeklychildren’sartprogramCounselingBereavementcounselingandpastoralservicesCounselingservicesCrisisinterventionLandlord/tenancycounselingPre-treatmentcounseling,supportgroups,counseling,andhousingassistanceRecoverygroupsSupportgroupsTherapyEducation,EmploymentandTrainingAfterschoolandassociatedsummerschoolactivitiesAftercareservicesBasiccomputerskillsclassesandindividualtutoringforresidentsandgraduatesBenefitsandWorkIncentiveWorkshopsComputerliteracytraining

EmploymentandtrainingservicesEducation/coursesEducationcounselingESLJobdevelopmentandemploymentservicesJobresearchJobplacementJobretentionLeadershiptrainingLifeskillstrainingLiteracyNutritioneducation/cookingclassesSchoolsuppliesforchildrenSewingclassesTrainingtuitionTrainingvideosandgamesTransitionalhousingTutoringUniformvouchersVocationalservicesFinancialServicesAsset/resourcemanagementservicesMoneymanagementRepresentativepayeeservicesHealthAcupunctureservicesAdultdayhealthcareAIDS-relatedservicesDentalscreeningservicesDetoxificationservicesDualdiagnosisservicesEmergencyroomservicesGynecologicalservicesHealthcareresourcesandeducationHealthcareservicesMedicalservicesMedical,psychiatricandpharmacyservicesMedicationsupportMentalhealthservicesPeersupportPregnancytestingPreventativeHealthCareServicesPsychiatricdisabilityevaluationsPsychotherapyResidentialandoutpatienttreatmentservicesRespitecare

SubstanceabuseservicesTriageHousingConstructionloanscashmatchEmergencymotelvouchersEmergencyshelterFinancialmoveingrants,housingsearchsupportandmonthlyhousingclinicsHousingHousingplacementHousingsearchassistanceLeaseholdvalueofbuildingMaintenanceandrepairprojects/beautificationprojectMove-inassistancePropertymanagementRentalassistanceandfinancialassistanceformove-incostsRentalsubsidiesHumanResourcesAmericorpsVISTAVolunteersAdvertisingApplicantinterviewConsultationstaffMentalhealthadvocacystaffNewemployeeorientationPre-EmploymentprocessVolunteerhoursIn-KindCash/grantsClothingEquipmentFoodFurnishingsHouseholditemsWelfarebenefitsOperationsAdministrativesupportClericalservicesConsultingandpracticalsupportFacilityspaceIndirectexpensesMailservice

Office/workshopspaceProgrammingVoicemailSupportiveServicesArtisticservicestoresidentsAssessmentservicesCalWORKSeligibilitysupportCasemanagementCommunitydevelopmentFamilySupportServicesGroomingIndependentlivingservicesMentoringservicesOutreachRecreationaltripsandactivitiesReferralsRestrainingorderassistance,courtaccompanimentandconsultationShelterservicesStorytellingSupportservicessupervisionTeamLeaderTechnicalassistanceTranslationservicesVeteran’sservicesassistanceYMCAmembership&joiningfeesTransportationSubsidized/freebuspassesTransportationVehicle

VIII. LATERRESPONSIBILITIESFORRECIPIENTSANDSUBRECIPIENTS

Ifyourapplicationisconditionallyawarded,youwillhaveanumberofresponsibilities.Pleasebesurethatyouarecapableofcarryingallofthemoutbeforesubmittingyourapplication.Thelistthatfollowsincludessomeoftherecipient/subrecipientresponsibilities.For2017,theserequirementsaredetailedinthe2017GeneralSectionNOFA,2017CoCProgramNOFA,andtheCoCInterimProgramRule(24CFR578).Allgrantrecipientsandsubrecipientsshouldreadthesethreedocumentscarefully.

A. NEWPROJECTS

• Pre-ContractRequirements:o Proofofsitecontrol,match,environmentalreview,andthe

documentationoffinancialfeasibilitymustbecompletedwithin12monthsoftheannouncementoftheaward,or24monthsinthecaseoffundsforacquisition,rehabilitation,ornewconstruction.The12-monthdeadlinemaybeextendedbyHUDforupto12additionalmonthsuponashowingofcompellingreasonsfordelayduetofactorsbeyondthecontroloftherecipientorsubrecipient.

o UseCovenants:Allgrantsoffundsforacquisition,rehabilitationornewconstructionrequirerecordationofaHUD-approveduseandrepaymentcovenantrequiringoperationoftheprogramfor15years.

o EnvironmentalReview:Allgrantsforacquisition,rehabilitation,conversion,leasing,repair,disposal,demolition,orconstructionmustdemonstratethattheprojectsiteisfreeofhazardousmaterialsthatcouldaffectthehealthandsafetyoftheoccupants.

o Section3Compliance:Projectsusinghousingassistancefundingforhousingrehabilitation(includingreductionandabatementoflead-basedpainthazards,butexcludingroutinemaintenance,repairandreplacement)orhousingconstruction,aresubjecttoSection3oftheHousingandUrbanRehabilitationActof1968.

o BuildingCodes:HousingandfacilitiesconstructedorrehabilitatedwithassistanceunderthispartmustmeetStateorlocalbuildingcodes,andintheabsenceofStateorlocalbuildingcodes,theInternationalResidentialCodeorInternationalBuildingCode(asapplicabletothetypeofstructure)oftheInternationalCodeCouncil

o Otherlikerequirements(e.g.,leadbasedpaint,environmentalrequirements,realpropertyacquisitionandrelocation,etc.)

B. ALLPROJECTS

• AnnualAudits:Anyrecipientexpending$750,000ormoreinayearinfederalfundsmustconductasingleorprogram-specificauditforthatyearinaccordancewiththeprovisionsofOMBCircularNo.A-133.

• Reporting:

o AnnualPerformanceReports(APR):YouragencywillberesponsibleforsubmittinganAPRforeachprojecteveryyear,whichprovidesclientdata,serviceutilizationinformation,programoutcomes,andfinancialinformation.HUDmayterminatetherenewalofanygrantandrequirerepaymentiftheAPRisnotfiledontimeorifHUDdeemstheAPRunacceptableorshowingnoncompliancewithgrantrequirements

o Record-keeping:Recipientsmustmaintainrecordsandwithinthetimeframerequired,makeanyreports,includingthosepertainingtorace,ethnicity,gender,anddisabilitystatusthatHUDmayrequire.CoCapplicantsmayreportthisdataaspartoftheirAPRsubmissiontoHUD.

o TransparencyAct:Awardnoticesmayalsoincluderequirementsforsub-awardreportingincompliancewiththerequirementsoftheFederalFinancialAssistanceAccountabilityandTransparencyActof2006(Pub.L.109-282)(TransparencyAct)andSection872oftheDuncanHunterNationalDefenseAuthorizationActforFiscalYear2009(Pub.L.110-417)

• Impact/SuccessIndicators:Allprojects,exceptforHMIS,mustprovidesystematicindicatorsforevaluatingthepositiveimpact/successtheprojectwillhaveonclientsandreducinghomelessnessinthecommunity.HUDwillrequireprojectstoincludemeasuresfor:lengthoftimeintheproject;recidivism;movementtoandstabilityinpermanenthousing;connectionwithmainstreambenefits;andjobandincomegrowthforpersonswhoarehomeless.Projectsmayalsoindicateadditionalmeasuresonwhichtheprojectwillchartsuccess.

• OtherDataRequests:YouragencymustprovideperformanceandotherrequesteddatatotheCoCforcommunity-levelanalysisandplanning.

• MatchDocumentation:Youragencymustmaintaindocumentationofanyrequiredmatchfundinginyourfinancialreportsonagrant-specificbasis.

• HMISParticipation:YouragencymustparticipateintheCoC’sHomelessInformationManagementSystemandenterdataconsistentwiththeapplicableHMISDataStandards.

• Performance:Youragencymustperformthetasksoutlinedinyourapplicationandgrantagreement,includingcomplyingwithallofthelanguageintheApplicantCertifications,andfollowingallHUDstatutesandregulationsapplicabletothegrant.

• DocumentationofHomelessStatusandDisabilityStatus:HUDrequiresallrecipientstodocumentthehomelessstatus,andinsomecasesthedisabilitystatus,forallclients.

• HousingRelatedRequirements:HUDrequiredrecipientstoensure:compliancewithHousingQualityStandards(HQS),thathousingisappropriatetotheneedsofthepersonsserved,suitabledwellingsize,andthathousingrentalamountiswithinHUD’sguidelines.

• ServiceRelatedRequirements:Supportivehousingprogramsmustprovidemealsormealpreparationfacilities,andresidentialsupervision.Allprogramsmustprovideongoingassessmentofsupportiveservices.

• FairHousing:HUDrequirescompliancewithrequirementsrelatedtoFairHousingandEqualOpportunity,EqualAccesstoHousinginHUDProgramsRegardlessofSexualOrientationorGenderIdentity,andResolutionofOutstandingCivilRightsMatters.Thisincludesoutreachtounderservedpopulations,includingthosewithLimitedEnglishProficiency.

• CalculationofClientRent:HUDdeterminestheamountofrentthatcanbechargedtoclients,andrecipientsmustshowdocumentationofrentalcalculations.

• Noprogramfees:Recipientsandsubrecipientsmaynotchargeprogramparticipantsprogramfees.

• Policies:AllCoCrecipientsarerequiredtoinstitutecertainpoliciesincluding:participantparticipation,grievanceprocedures,dueprocessforparticipanttermination,staffrules,emergencysafetyandevacuationprocedures,confidentialityrestrictions,non-discrimination,freefromreligiousinfluences,conflictofinterest,anti-lobbying,drug-freeworkplace,etc.

• StateandLocalRequirements:ServicesprovidedwithCoCprogramfundsmustbeincompliancewithallapplicableStateandlocalrequirements,includinglicensingrequirements.

• MainstreamResources:Youmustcoordinateandintegrateyourprogramwithothermainstreamhealth,socialservices,andemploymentprogramsforwhichyourclientsmaybeeligible

• PreventionandDischargePlanning:Anygovernmentalentityservingasanapplicantmustagreetodevelopandimplementtothemaximumextentpracticalandwhereappropriate,policiesandprotocolsforthedischargeofpersonsfrompubliclyfundedinstitutionsorsystemsofcare(suchashealthcarefacilities,fostercareotheryouthfacilities,orcorrectionsprogramsandinstitutions)inordertopreventsuchdischargefromimmediatelyresultinginsuchpersonsenteringthehomelesssystem.

• CoordinationwithEducationalAgencies:Anyprogramservinghomelessfamilieswillhavetocertifythattheirprogramswillestablishpoliciesandpracticesthatareconsistentwith,anddonotrestricttheexerciseofrightsprovidedbytheeducationsubtitleoftheMcKinneyVentoActandotherlawsrelatingtotheprovisionofeducationandrelatedservicestoindividualsandfamiliesexperiencinghomelessness.Theymustalsodesignateastaffpersontoensurethatchildrenareenrolledinschoolandconnectedtoappropriateserviceswithinthecommunity.

• LimitedEnglishProficiency:RecipientsandsubrecipientsmustcomplywithExecutiveOrder13166,“ImprovingAccesstoServicesforPersonswithLimitedEnglishProficiency(LEP)”

• Ethics:Recipientsandsubrecipientsmustnotbedebarredorsuspended,nothavedelinquentfederaldebts,andmustconductbusinessinaccordancewithcorevaluesandethicalstandards/codeofconduct.

C. TIMELINESS

Allprojectsmustadheretocertaintimelinessstandardsinordertoreceivethisfunding.• Recipientsconditionallyawardedfundsinthe2017CoCfundingroundmustbe

obligatedbySeptember30,2019andspentbySeptember30,2024.However,granttermsandtimelinessstandardsmayrequireshortertimelines.

• Recipientsmustdrawdownfundsatleastonceperquarteroftheprogramyear,aftereligibleactivitiescommence.

• Seealso“Timeliness”under“NewProjectBasicDesignRequirements.”

COMPLETINGANAPPLICATIONINHUD’SWEB-BASEDAPPLICATIONSYSTEM:E-SNAPS

HUDrequiresapplicationsubmissionthroughtheweb-basede-snapssystem.Thee-snapswebsiteiswww.hud.gov/esnaps.Togetstartedine-snaps,followthestepsbelow.

A. FIRSTTHINGSFIRST:TRAININGMODULES

PleasereviewtheHUDTrainingModulesBEFOREaccessinge-snapsorattemptingtoenterdata.Theymaysaveyoutimesincetheyofferverydetailedinstructionsandveryusefultips.

Theycanbeaccessedonthiswebpage:

https://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/

Thefollowinge-snapsTrainingMaterialsareavailable:

GeneralResources

• e-snapsFeaturesandFunctionsResource• AddingandDeletingRegistrantsine-snapsResource• UpdatingtheApplicantProfileResource• CreatingaZipFileandCapturingaScreenshotResource• DUNSNumberandSAMResource

CoCProgramCompetition-ProjectApplicants

• ProjectApplicantAuthorizedRepresentativeUpdateResource• ProjectApplicantProfileInstructionalGuide• ProjectTransfersResource• NewProjectApplicationInstructionalGuide• RenewalProjectApplicationInstructionalGuide• Budgets-ProjectApplicationInstructionalGuide

B. STEPSTOCOMPLETINGYOURPROJECTAPPLICATION

1. Entere-snapsbyloggingintohttp://www.hud.gov/esnaps,usingyourpriorusernameandpasswordor,ifyouragencyhasnotusede-snapsbefore,byestablishinganewaccount.(See“ProjectApplicantProfileInstructionalGuide”trainingmoduleforguidanceifyouwillbethegrantrecipient,oraskyourproposedgrantrecipient,ifyouwillbethesubrecipient.)

2. RecipientsshouldcompletetheApplicantProfile(seethenextsectionofthisHandbook,“RecipientDocuments,”forguidance).DONOTATTEMPTTOGODIRECTLYTOYOURPROJECTAPPLICATION.Ifyougetthere,thereislikelyamistakeandyouwillprobablyhavetoretraceyoursteps.

3. OnceyouhaveestablishedyouragencyasanapplicantwiththeApplicant

Profile,youcaninitiateyourProjectApplication(s).AlthoughyouonlyneedoneApplicantProfileperagency(inalmostallcases),youwillneedtocompleteaProjectApplicationforeachproject.

a. NEWTHISYEAR:Renewalprojectapplicants(forgrantsthathaverenewedatleastonce)maysubmittheirrenewalprojectapplicationswithnochangesonselectscreens.

4. DoNOThitsubmitonyourapplicationuntilafterthelocalcompetitionwhen

you’vebeeninstructedtodoso!

Somee-snapstips:• Youragencymusthaveatleastonepersononstaffwhoisabletoaccessandenter

dataintoe-snaps.Itispreferabletohavetwo,buthavingmorethantwocanleadtoconfusionanderrors.

• e-snapsistheHUDsystem;itisthechannelthroughwhichyourapplication(s)willbetransmittedtoHUDattheendofthecompetition.ItisNOTthesystemforthelocalcompetition.Informationregardingsubmissionofyourapplicationmaterialscanbefoundinyourlocalcompetitionmaterials.

• Thee-snapssystemisnotalwaysuser-friendlyorglitch-free.Itislikelythatyouwillencountersomeproblemsalongtheway.DonothesitatetocontactyourHomeBaseLocalTeammembersifyouhaveproblemswithe-snaps.Thatsaid,manyproblemscanbeavoidedbyfollowingtheinstructionscloselyandrelyingupontheTrainingModulesandbyusingthecorrectbrowser.

Remember:Thereisalocalcompetitionprecedingthenationalcompetition.Youmustcompletealocalapplicationintandemwiththisone.Pleaseseethelocalcompetitionmaterialsformoreinformation.

ShortListofAllAttachmentstoe-snaps

Eachapplicantcompletes,ine-snaps,anapplicantprofile(theSF-424ApplicationforFederalAssistance)andthenaprojectapplicationforeachproject.Thislistsummarizestheotherdocumentsthatneedtobeuploadedtoe-snaps.AllmustbedatedbetweenMay1,2017andSeptember28,2017.NEWTHISYEAR,applicantsarenolongerrequiredtouploadthefollowingformsasattachments,andinsteadwillcompletethefollowingHUDformsasscreensdirectlyine-snaps:

• FormHUD-2880,Applicant/RecipientDisclosure/UpdateReport• FormHUD-50070,CertificationforaDrug-FreeWorkplace• SF-LLL,DisclosureofLobbyingofActivities(ifapplicable,fornon-profitsonly)• CertificationRegardingLobbying(newform)

AttachedtoApplicantProfile

• ApplicantCodeofConduct(notrequirediflistedonHUDwebsite,seebelowformoreinformationaboutthisrequirementin2017)

• NonprofitDocumentationofApplicantEligibility(fornon-profitsonly;e.g.,501(c)(3)letter)

• SurveyonEqualEmploymentOpportunity(fornon-profits;optional)• (OnlyifapplicantisrequestingindirectcostsANDhasanapprovedfederally

negotiatedindirectcostrate)ApprovedIndirectCostRateProposal IfyourprojectexpendsfundsinthegeographicareaofoneormoreotherCoCs,

pleasetalktoHomeBaseLocalTeamasanadditionalattachmentmayberequired.AttachedtoProjectApplication

• DocumentationofSubrecipientEligibility(e.g.,501(c)(3)letter)

C. RECIPIENTDOCUMENTS&APPLICANTPROFILE

Pleasenote:BeforeyoucanaccesstheonlinelocationwhereyoucompletetheProjectApplication,youmustcompleteandsubmittheApplicantProfileandrelateddocuments.

1. GENERALINSTRUCTIONS

Reviewthefollowingtrainingmodulesathttps://www.hudexchange.info/e-snaps/guides/coc-program-competition-resources/whenyouarecompletingtheApplicantProfileone-snaps

• UpdatingtheApplicantProfileResource• ProjectApplicantProfileInstructionalGuide

Followthetrainingmodulesprecisely.

Theycanbeveryhelpful,butmustbeusedslidebyslide.

Informationinthishandoutsupplementsthetrainingmodulesbyprovidingthelocalinformationyouneedtocompletetheforms.Usebothsidebyside.

Tips:• The"Complete"buttonontheApplicantProfilemustbeselectedwithinthe

timeframeofthecompetitionperiod.Therefore,whenyouloginthefirsttimeduringthisNOFAperiod,evenifthereisastatement"Thise.Formhasbeenmarkedascomplete,"youMUSTputtheformsinedit-mode(selecttheEditbuttonontheSubmissionSummarypage),revisetheProfile(youmustmakeatleastonechangeandsaveit,evenifyouthenchangeitimmediatelyback),andselectthe"Complete"buttonagain.

• CompleteoneApplicantProfileperapplicantonly(NOToneperproject).o Ifyouareapplyingforanewprojectandarenewalproject,youwillneedto

registerformultiplefundingopportunitieswithinyourApplicantProfile.o Ifyouhavemultiplefundingopportunities,makesuretocreatetheproject

applicationunderthecorrectFundingOpportunityname.• CompletetheApplicantProfileone-snapsatwww.hud.gov/esnaps• AllrequiredattachmentsmustbeuploadedbeforetheProjectApplicantwillbe

abletoaccesstheProjectApplication.Pleasemakesureallattachmentsarecurrentbeforesubmittingyourapplication.Perthe2017NOFA,allattachmentsmustcontainaccurateandcompleteinformationandbedatedbetweenMay1,2017andSeptember28,2017.

• Touploadattachments,thestepsformostdocumentsare:o DownloadtheformfromHUD’swebsiteo Completeandsavetheformonyourcomputero UploadthatdocumentwhencompletingtheApplicantProfileine-snaps

2. PAGE2.ORGANIZATONINFORMATION:CCR&DUNS

• YouneedtohaveaDUNSnumberandcompleteorrenewyourregistrationontheSystemforAwardManagement(SAM)(thesuccessortoCCR)toenterintoagrantagreementwithHUD.TheDunandBradstreetwebsiteiswww.dnb.com.TheSAMwebsiteiswww.sam.gov.AccordingtoaHomeBaseLocalTeamreviewoftheSAMwebsite,thefollowingagencieshaveactiveregistrations:

Agency ActiveRegistrationonSAM?

AbodeServices Yes,until6/6/18BillWilsonCenter Yes,until5/8/18CountyofSantaClarabyandthroughtheOfficeofSupportiveHousing

Yes,until10/21/17

CommunityWorkingGroup,Inc.

Yes,until10/17/17

St.Joseph’sFamilyCenter Yes,until3/20/18WestValleyCommunityServices

Yes,until6/13/18

YWCAofSiliconValley Inactiveorsettoprivate

3. PAGE4.ADDITIONALINFORMATION:CONGRESSIONALDISTRICTSANDCODEOFCONDUCT

1.Indicateapplicant’scongressionaldistricts:ThecongressionaldistrictsinthisCoCinclude:

o CA-17(RoKhanna)o CA-18(AnnaEshoo)o CA-19(ZoeLofgren)o CA-20(JimmyPanetta)

4.Istheapplicant’scodeofconductalreadyonfilewithHUD?Background:Applicantsarerequiredtodevelopandmaintainawrittencodeofconduct.Consistentwithregulationsgoverningspecificprograms,yourcodeofconductmustprohibitrealandapparentconflictsofinterestthatmayariseamongofficers,employees,oragents;prohibitthesolicitationandacceptanceofgiftsorgratuitiesbyyourofficers,employees,oragentsfortheirpersonalbenefitinexcessofminimalvalue;andoutlineadministrativeanddisciplinaryactionsavailabletoremedyviolationsofsuchstandards.Simplystated,theCodeofConduct:• Mustprohibitthesolicitationandacceptanceofgiftsorgratuitiesbyofficers,

employees,andagentsfortheirpersonalbenefitinexcessofminimalvalue;

• Outlineadministrativeanddisciplinaryactionsavailabletoremedyviolationsofsuchstandards;

• Describethemethodtobeusedtoensurethatallofficers,employeesandagentsoftheorganizationareawareoftheCodeofConduct;and

• Mustbewrittenoncompanyletterheadthatprovidesamailingaddress,authorizedofficialname,andtelephonenumber.

AllapplicantsforHUDfundingmusthaveaCodeofConductonfilewithHUD.AnapplicantisprohibitedfromreceivinganawardoffundsfromHUDifitfailstomeetthisrequirementforaCodeofConduct.

AnsweringthisquestionintheApplicantProfile:Anapplicantwhopreviouslysubmittedanapplicationandincludedacopyofitscodeofconductwillnotberequiredtosubmitanothercopyif• TheapplicantislistedonHUD’sWebsite:

http://www.hud.gov/offices/adm/grants/codeofconduct/cconduct.cfm,and• Iftheinformation(e.g.nameoforganization,authorizedofficial)hasnotbeen

revised.Mostorganizations’CodesofConductwereremovedfromHUD’swebsiteinearly2017,astheydidnotmeettherequirementsof2CFRpart200,andtheorganizationswerenotifiedbyanotherHUDofficethatanewCodeofConductmustbesubmitted.BesuretoreviewtheCodeofConductforHUDGrantProgramspageonHUD’swebsitetoensureyourorganizationislistedwhichmeansyouhavesubmittedanapprovedCodeofConduct.IfNotListedAnapplicantnotlistedonthewebsitemustsubmitacopyofitscodeofconductwithitsFY2017applicationforassistance.

Agency CodeofConductonHUD’sWebsite?

AbodeServices Yes,submitted5/4/17

BillWilsonCenter Yes,submitted6/8/17

CountyofSantaClarabyandthroughtheOfficeofSupportiveHousing

CommunityWorkingGroup,Inc. Yes,submitted4/13/17

St.Joseph’sFamilyCenter Yes,submitted4/16/17

WestValleyCommunityServices NoYWCAofSiliconValley No

Ifyouneedtosubmitacopyofyourcodeofconduct,itmustinclude:ApplicantLetterhead Acoveronapplicantletterheadincluding:

- Thenameandtitleoftheresponsibleofficial;- Mailingaddress;- Businesstelephonenumber;and- Emailaddress

ConflictofInterestProvisions TheCodeofConductmustprohibitrealandapparentconflictsofinterestthatmayarise

amongofficers,employeesoragents,oranymemberofhisorherimmediatefamily,hisorherpartneroranorganizationthatemploysanyoftheindicatedparties.FortheCoCProgram:

• NoContinuumofCareboardmembermayparticipateinorinfluencediscussionsorresultingdecisionsconcerningtheawardofagrantorotherfinancialbenefitstotheorganizationthatthememberrepresents.

• Nocoveredperson,meaningapersonwhoisanemployee,agent,consultant,officer,orelectedorappointedofficialoftherecipientoritssubrecipientsandwhoexercisesorhasexercisedanyfunctionsorresponsibilitieswithrespecttoactivitiesassistedunderthispart,orwhoisinapositiontoparticipateinadecision-makingprocessorgaininsideinformationwithregardtoactivitiesassistedunderthispart,mayobtainafinancialinterestorbenefitfromanassistedactivity,haveafinancialinterestinanycontract,subcontract,oragreementwithrespecttoanassistedactivity,orhaveafinancialinterestintheproceedsderivedfromanassistedactivity,eitherforhimorherselforforthosewithwhomheorshehasimmediatefamilyorbusinessties,duringhisorhertenureorduringtheone-yearperiodfollowinghisorhertenure.

OrganizationalConflictofInterestProvisions Ifapplicable,theCodeofConductmustalsocoverorganizationalconflictsofinterest.

• FortheCoCProgram,anorganizationalconflictofinterestariseswhen,becauseof

activitiesorrelationshipswithotherpersonsororganizations,therecipientorsubrecipientisunableorpotentiallyunabletorenderimpartialassistanceintheprovisionofanytypeoramountofassistanceundertheCoCprogram,orwhenacoveredperson’s(meaningapersonwhoisanemployee,agent,consultant,officer,orelectedorappointedofficialoftherecipientoritssubrecipients)objectivityinperformingworkwithrespecttoanyactivityassistedwithCoCfundsisormightbeotherwiseimpaired.Suchanorganizationalconflictwouldarisewhenaboardmemberofanapplicantparticipatesindecisionsoftheapplicantconcerningtheawardofagrant,orprovisionofotherfinancialbenefits,totheorganizationthatsuchmemberrepresents.Itwouldalsoarisewhenanemployeeofarecipientorsubrecipientparticipatesinmakingrentreasonablenessdeterminationsunder§578.49(b)(2)and§578.51(g)andhousingqualityinspectionsofpropertyunder§578.75(b)thattherecipient,subrecipient,orrelatedentityowns.

UnlawfulProcurementStandards TheCodeofConductmustprohibitthesolicitationandacceptancebyemployeesofgiftsor

gratuitiesinexcessofminimumvalue.Officers,employees,oragentsareprohibitedfromsolicitingoracceptinggiftsorgratuitiesinexcessofminimumvalue.

UnlawfulProcurementSanctions Iftheofficers,employees,oragents,orbycontractorsortheiragentsfailtocomplywiththe

codeofconduct,thiswillresultinpenalties,sanctions,orotherdisciplinaryactions.TheCodeofConductmustprovideforadministrativeanddisciplinaryactionstobeappliedforviolationsofsuchstandards.

IfRevisedInformationAnapplicantmustalsoincludeacopyofitscodeofconductiftheinformationlistedontheabovewebsitehaschanged,e.g.,• Thepersonwhosubmittedthepreviousapplicationisnolongeryourauthorized

organizationrepresentative,• Theorganizationhaschangeditslegalnameormergedwithanotherorganization,

or• Theaddressoftheorganizationhaschanged.

Post-awardBeforeenteringintoanagreementwithHUD,anapplicantawardedassistanceunderaHUDprogramNOFAwillberequiredtosubmitacopyofitscodeofconductanddescribethemethodsitwillusetoensurethatallofficers,employees,andagentsofitsorganizationareawareofitscodeofconduct.

4. FIRSTFORM/ATTACHMENT:HUDFORM2880:APPLICANT/RECIPIENTDISCLOSURE/UPDATEREPORT

AProjectApplicantisrequiredtocompleteHUDform2880tocompletetheApplicantProfile.Newthisyear,thisformiscompletedasascreenine-snapsratherthanasanuploadedattachment.Backgroundon2880s:HUDmustprovideCoCassistanceinaccordancewithHUDsubsidylayeringrequirementsinsection102oftheHousingandUrbanDevelopmentReformActof1989(42U.S.C.3545)and24CFRpart4,subpartA.Anapplicantmustsubmitinformationinitsapplicationonothersourcesofgovernmentalassistancethattheapplicanthasreceived,orreasonablyexpectstoreceive,foraproposedprojectoractivities.HUD’sreviewofthisinformationisintendedtopreventexcessivepublicassistanceforproposedprojectoractivitiesbycombining(layering)assistanceunderthisprogramwithothergovernmentalhousingassistancefromfederal,State,orlocalagencies,includingassistancesuchastaxconcessionsortaxcredits.Completingtheform:

• Mostoftheinformation(Applicantname,EIN,address)willautopopulatefromotherportionsoftheProjectApplicantProfileandtheprojectapplications(oncecompleted)(e.g.4.AmountofHUDAssistanceRequested/ReceivedwillpopulatedfromtheApplicant’sSummaryBudgetscreenforeachapplicationupon

completion.)• PARTI,Question2.Haveyoureceivedordoyouexpecttoreceiveassistance

withinthejurisdictionoftheDepartment(HUD),involvingtheprojectoractivityinthisapplication,inexcessof$200,000duringthisfiscalyear(Oct.1-Sep.30)?WithintheProjectApplicantProfile,select“Yes”ifthecombinedtotalamountofallyouragenciesannualCoCProgramprojectapplicationsaremorethan$200,000.Select“No”ifthecombinedtotalamountofallyouragenciesannualCoCprojectapplicationsare$200,000orless.Iftheansweris“No,”PartIIandPartIIIoftheformwillnotappearandtheformcanbesubmittedafterthe“Iagree”checkboxisselected.If“Yes”isselected,PartIIandPartIIIoftheformwillappearandmustbecompleted.

• IfYestoQuestion2:o PartII.OtherGovernmentAssistanceandExpectedSourcesandUsesof

Funds.§ A.OtherGovernmentAssistance.Projectapplicantsand

recipientsmustreportanyothergovernmentassistanceinvolvedintheproject."Othergovernmentassistance"isdefinedtoincludeanyloan,grant,guarantee,insurance,payment,rebate,subsidy,credit,taxbenefit,oranyotherformofdirectorindirectassistancefromtheFederalgovernment(otherthanthatrequestedfromHUDintheCoCProgramprojectapplication),aState,oraunitofgenerallocalgovernment,oranyagencyorinstrumentalitythereof,thatis,orisexpectedtobemade,availablewithrespecttotheproject(grant)forwhichtheassistanceissought.

§ B.Non-GovernmentAssistance.Notethattheapplicantandrecipientdisclosurereportmustspecifyallexpectedsourcesandusesoffunds–bothfromHUDandanyothersource–thathavebeenoraretobe,madeavailablefortheproject.Non-governmentsourcesoffundstypicallyinclude(butarenotlimitedto)foundationsandprivatecontributors.

o PartIII.InterestedParties.Projectapplicantsmustprovideinformationon:

§ 1.Alldevelopers,contractors,orconsultantsinvolvedintheapplicationfortheassistanceorintheplanning,development,orimplementationoftheprojectoractivity;and

§ 2.Anyotherpersonwhohasafinancialinterestintheprojectoractivityforwhichtheassistanceissoughtthatexceeds$50,000or10percentoftheassistance(whicheverislower).

5. SECONDFORM/ATTACHMENT:CODEOFCONDUCTIfyoudeterminedyouneedtoupdateoruploadaCodeofConductearlierintheApplicantProfile,(seeabove)thisisthescreenwhereyouuploadit.

6. THIRDFORM/ATTACHMENT(FORNON-PROFITS):NON-PROFITDOCUMENTATIONWhereisit?Inyouragency’srecords.Whatisit?

• AcopyoftheIRSrulingprovidingtax-exemptstatusundersection501(c)(3)oftheIRSCode;or

• Documentationshowingthattheapplicant/sponsorisacertifiedUnitedWayagency;or

• AcertificationfromalicensedCPAthatnopartofthenetearningsoftheorganizationinurestothebenefitofanymember,founder,contributor,orindividual;thattheorganizationhasavoluntaryboard;thattheorganizationpracticesnondiscriminationintheprovisionofassistance;andthattheorganizationhasafunctioningaccountingsystemthatprovidesforeachofthefollowing(mentioneachinthecertification):

o (a)Accurate,current,andcompletedisclosureofthefinancialresultsofeachfederallysponsoredproject.

o (b)Recordsthatidentifyadequatelythesourceandapplicationoffundsforfederallysponsoredactivities.

o (c)Effectivecontroloverandaccountabilityforallfunds,property,andotherassets.

o (d)Comparisonofoutlayswithbudgetamounts.o (e)Writtenprocedurestominimizethetimeelapsingbetweenthe

transferoffundstotherecipientfromtheU.S.Treasuryandtheuseofthefundsforprogrampurposes.

o (f)Writtenproceduresfordeterminingthereasonableness,allocability,andallowabilityofcosts.

o (g)Accountingrecords,includingcostaccountingrecords,whicharesupportedbysourcedocumentation.

• Letterfromauthorizedstateofficialshowingapplicantasorganizedandingoodstandingasapublicnonprofitorganization

7. FOURTHFORM/ATTACHMENT(FORNON-PROFITS):SURVEYONENSURINGEQUALOPPORTUNITIESFORAPPLICANTS(SF-424SUPP)

Thisformisfornon-profitsonly.Theformtodownloadandcompleteonyourcomputercanbefoundat:https://www.hudexchange.info/resources/documents/Survey-on-Ensuring-Equal-Opporunity-for-Applicants.pdf

8. REGISTERFORPROJECTAPPLICATIONFUNDINGOPPORTUNITYThefinalstepsbeforeyoubeginyourProjectApplicationareregisteringforthefundingopportunity.FollowtheinstructionsintheProjectApplicationtrainingmodule.

D. COMPLETINGTHEPROJECTAPPLICATION

PleaseNote:

• Thefollowinginstructionsprovideguidanceaboutcompletingtheforms,notdescribinganeligibleproject.PleasereviewthematerialsearlierinthisHandbookregardingeligiblecostsandeligibleparticipants.

• Projectapplicationsdifferdependingiftheyareforneworrenewalprojects,andthetypeofproject(e.g.,leasing,rentalassistance,services).Thishandbookincludesaselectionofthecommonquestionsprojectapplicantsgenerallyhavetroubleanswering,butdoesnotincludeallquestionsontheapplications.Atthesametime,ifaquestionlistedhereisnotpartofyourapplication,itdoesnotnecessarilymeanthereisaproblembecauseitlikelyonlyappliesforanotherprojecttype.Wehavetriedtonotewhenquestionsonlyapplyforcertainprojecttypes.

• RenewalprojectsshouldreflecttheinformationontheListofEligibleRenewalProjects(orGIW).Youcanfindthisinformationinyourlocalcompetitionmaterials.NewprojectsarenotreflectedontheGIWandtheirresponsesshouldjustreflecttheirproposal.

• HMIS,SSO(includingCoordinatedEntry),andPlanningGrantquestionsarenotincludedinthissectionoftheHandbook,howevermanyofthequestionsbelowarealsopartoftheHMIS,SSO,andPlanningapplications.PleaseseetheappropriateDetailedInstructionsforcompletingthosegrantapplications.

NEWPROJECTS

Question NewProjectAnswerand/orNotesPage1AApplicationTypeAlotoftheinformationinthefirstfewchartsispre-populatedfromtheProjectApplicantProfile.Ifthereareanydiscrepancies,orerrors,edittheProjectApplicantProfile,asyouwillnotbeabletochangetheProjectApplication. NothingtofillinonthispagePages1B.LegalApplicantand1C.ApplicationDetailsa.LegalName Remember:Thisistherecipientname,notthe

subrecipient.Thelegalnamemustmatchthenameontheorganization’sarticlesofincorporationorotherlegalgoverningauthority.Surrogatenames,abbreviations,oracronymsmustnotbelisted.

f.Contactperson HUDwillcontactthepersonlistedinfieldfregardingcurabledeficienciesfortheapplication,andsothispersonshouldbethemostknowledgeableabouttheapplication.Thismaybetheorganization’sauthorizedrepresentative,aprogrammanager,financialanalyst,orgrantwriter

D.CongressionalDistrict(s)15.DescriptiveTitle Ifthisisnotthecorrectprojectname,youwillneedto

editin“Projects”formone-snaps16.CongressionalDistrict(s):b.Project:

Mustreflectcongressionaldistrict(s)inwhichtheprojectwilloperate.ShouldbeCA-17,CA-18,CA-19,orCA-20.

17a.ProposedProjectstartdate Pleaseselectadatein2018thatisfeasibleforthestartofyourproject.Theoperatingstartdatemustbethefirstdayofthemonth.

17b.ProposedProjectenddate Forone-yeargrants,pleaseselectadate364daysafter17a

E.ComplianceandPage1F.Declaration19.IstheApplicationSubjecttoReviewByStateExecutiveOrder12372Process?

Choose:b.ProgramissubjecttoE.O.12372buthasnotbeenselectedbytheStateforreview.

20.Delinquentdebt ProjectApplicantswithanoutstandingFederaldebtwillnotbeeligibletoreceiveHUDfunds,unless:(1)anegotiatedrepaymentscheduleisestablishedandtherepaymentscheduleisnotdelinquent,or(2)otherarrangementssatisfactorytoHUDaremadepriortotheawardoffundsbyHUD.TheexplanationofanydebtowedandtherepaymentarrangementsmustbeprovidedonScreen1E.IfarrangementssatisfactorytoHUDcannotbecompletedwithin90daysofnotificationofselection,HUDwillnotexecuteagrantagreementwithaprojectapplicant.

G.HUD2880Checkbox:Icertifythatthisinformationistrueandcomplete

• Verifythatallprojectinformationiscompleteandaccurate.

Question NewProjectAnswerand/orNotes(*IAGREE)

• Ifanypre-populatedinformationisincorrect,youmustcorrectitintheApplicantProfile(seepartC.4ofthissectionfordetails).

H.HUD50070Checkbox:Iherebycertifythatalltheinformationstatedherein,aswellasanyinformationprovidedinthisaccompanimentherewith,istrueandaccurate.

• Ifanypre-populatedinformationisincorrect,youmustcorrectitintheApplicantProfile.

• Thisscreenreplacestheneedtouploadaformasanattachment.

I.CertificationRegardingLobbyingCheckbox:Iherebycertifythatalltheinformationstatedherein,aswellasanyinformationprovidedinthisaccompanimentherewith,istrueandaccurate.

• Newthisyear,FederalagenciesrequirethesubmissionofasignedCertificationRegardingLobbyingtoensureapplicantsacknowledgetherequirementsinSection319ofPublicLaw101-121,31U.S.C.1352,(theByrdAmendment)and24CFRpart87beforereceivingafederalaward.ThesestatutesandregulationprohibittheuseoffederalawardfundsforlobbyingtheexecutiveorlegislativebranchesoftheFederalgovernmentinconnectionwithaspecificaward.

• ThisrequirementisdifferentandseparatefromtherequirementforapplicantstoreportlobbyingactivitiesusingtheSF-LLLform.TheSF-LLLformmuststillbesubmittedbyapplicantsthatlobbyorintendtolobbyusingnon-federalfunds.

• TheonlyapplicantsexceptedfromsubmittingtheCertificationRegardingLobbyingformarefederally-recognizedIndiantribesbecauseofeachtribe’ssovereignpower.

J.SF-LLLDoestherecipientorsubrecipientofthisCoCgrantparticipateinfederallobbyingactivities(includingafederaladministrationorCongress)inconnectionwiththeCoCProgram?

• SelectYesorNotorevealadditionalquestions.• Youshouldonlyselectyesifyouareanon-profitAND

youengageinlobbyingactivities.Notmanyagenciesshouldselectyes.

B.ExperienceofApplicant,Subrecipient(s),andOtherPartnersBothprojectapplicantsandpotentialsubrecipientsmustshowsatisfactorycapacity,fundsdrawdownhistory,andperformanceforexistinggrant(s),asapplicableandevidencedbytimelyreimbursementofsubrecipients,regulardrawdowns,andtimelyresolutionofmonitoringfindings. 1.Describetheexperienceoftheapplicantandpotentialsubrecipients(ifany),ineffectivelyutilizingfederalfunds

• Describewhytheapplicant,subrecipients,andpartnerorganizations(e.g.,developers,keycontractors,subcontractors,serviceproviders)aretheappropriateentitiestoreceivefunding.

Question NewProjectAnswerand/orNotesandperformingtheactivitiesproposedintheapplication,givenfundingandtimelimitations.

• Provideconcreteexamplesthatillustratetheirexperienceandexpertiseinthefollowing:

o Workingwithandaddressingthetargetpopulation’sidentifiedhousingandsupportiveserviceneeds;

o Developingandimplementingrelevantprogramsystems,services,and/orresidentialpropertyconstructionandrehabilitation;

o Identifyingandsecuringmatchingfundsfromavarietyofsources;and

o Managingbasicorganizationoperationsincludingfinancialaccountingsystems.

2.Describetheexperienceoftheapplicantandpotentialsubrecipients(ifany)inleveragingotherFederal,State,local,andprivatesectorfunds

• IncludeexperiencewithallFederal,State,localandprivatesectorfunds.

3.Describethebasicorganizationandmanagementstructureoftheapplicantandsubrecipients(ifany).

• Includeevidenceofinternalandexternalcoordinationandanadequatefinancialaccountingsystem

• Includetheorganizationandmanagementstructureoftheapplicantandallsubrecipients

• Makesuretoincludeadescriptionofinternalandexternalcoordinationand

• Includethefinancialaccountingsystemthatwillbeusedtoadministerthegrant.

4a.ArethereanyunresolvedmonitoringorauditfindingsforanyHUDgrants(includingESG)operatedbytheapplicantorpotentialsubrecipients(ifany)?

• RespondYesiftherecipientorsubrecipienthaveopenOIGauditfindings;poorcomplianceornon-compliancewithapplicableCivilRightsLawsand/orExecutiveOrders;oropenMcKinney-Ventorelatedmonitoringfindings.Thendescribethedetailsandstepsbeingtakentoresolvethefindingsinthefollowupquestion.

A.ProjectDetail-Thispagedetermineswhatpages/questionsareavailablelaterinapplication.Ife-snapsasksyoutofilloutirrelevantinformation(e.g.aboutthenumberofunitsyouwillserve,butyouareSSOproject),reviewthispagetoensureitiscorrect.1a.CoCNumberandName CA-5001b.CoCApplicantName SanJose/SantaClaraCity&CountyCoC3.ProjectStatus Correctanswer:Standard

4.ComponentType: Choose:PH(forPSHandRRH),JointTHandPH-RRH,

HMIS,orSSO(ifaCoordinatedEntrygrant)5.TitleV Thisquestionreferstofederalpropertiesthatwere

categorizedasunutilized,underutilized,excess,orsurplusforusetoassisthomelesspersons,pleaseanswerasappropriateforyourproject.

Question NewProjectAnswerand/orNotesPage3B.ProjectDescription(questionsdifferbyprojecttype)1.Provideadescriptionthataddressestheentirescopeoftheproposedproject

Allprojectapplicantsmustprovideaclearandconciseprojectdescription.Referencestoineligibleactivitiesorfailingtoprovideanadequatedescriptionoftheprojectmayresultinrejectionoftheprojectapplication.Theprojectdescriptionshouldaddresstheentirescopeoftheprojectandinclude:• Communityneeds• Aclearpictureofthetargetpopulation(s)tobe

served• Theplanforaddressingtheidentifiedneeds/issuesof

theCoCtargetpopulation(s)• Projectedoutcome(s),• Coordinationwithothersource(s)/partner(s),and• ReasonwhyCoCProgramsupportisrequired.o Theprogramdescriptionshoulddescribetheproject

atfulloperationalcapacity.o ProjectapplicantsMUSTmatchthisdescriptiontoall

otherpartsoftheapplicationincludingPart5andbudgetsinPart6

ForJointTH/RRH:BesuretodescribehowboththeTHandPH-RRHportionsoftheprojectwillbeutilized.Forexample,theprojectwillhouseparticipantinleasedunitsfortheTHportionuptoXmonthsandthenwillmoveparticipantstoPH-RRHTRAunitsprovidingXservices.

x2.Describetheestimatedschedulefortheproposedactivities,themanagementplan,andthemethodforassuringeffectiveandtimelycompletionofallwork.

Demonstratehowfullcapacitywillbeachievedoverthetermrequestedinthisapplication.Applicantsmustbeabletobeginassistancewithin12monthsofconditionalaward.Provide(1)ascheduleanddescribeboth(2)amanagementplanand(3)implementationmethodologythatwillensurethattheprojectwillbeginoperatingwithintherequirementsdescribedintheFY2017CoCProgramNOFAandCoCPrograminterimruleifitisselectedforafundingaward.

3.WillyourprojectparticipateinaCoCCoordinatedEntryprocess?

HUDandtheCoCexpectyoutorespondYes.

Question NewProjectAnswerand/orNotes4.Pleaseidentifytheproject’sspecificpopulationfocus.(SelectALLthatapply)

Selectrelevantcheckbox(es)ifprojectwillhaveaspecialcapacityinitsfacilities,programdesigns,tools,outreachormethodologiesforaspecificsubpopulationorsubpopulations.Thisdoesnotnecessarilymeanthattheprojectexclusivelyservesthatsubpopulation(s),butratherthattheyareuniquelyequippedtoservethem.Makesurethepopulationsyouselectalignwiththisgrantopportunity(e.g.ifyouareapplyingforPSH,selectchronichomeless).Ifapermanenthousingproject,makesuresubpopulationswithpeoplewithdisabilityarechecked.Note:Itisnotinyourbestinteresttooverpromisetothesequestions.

5.HousingFirst.a.Willtheprojectquicklymoveparticipantsintopermanenthousing

HUD’spreferenceisYes.HUDexpectsnewJointTHandPH-RRHComponentProjectstoadoptaHousingFirstapproach.

b.Doestheprojectensurethatparticipantsarenotscreenedoutbasedonthefollowingitems?

HUD’spreferenceisthatyoucheckthefirstfourboxes.

c.Doestheprojectensurethatparticipantsarenotterminatedfromtheprogramforthefollowingreasons?

HUD’spreferenceisthatyoucheckthefirstfourboxes.

d.Willtheprojectfollowa"HousingFirst"approach?

HUD’spreferenceisYes.IfyouansweredthequestionsaboveinalignmentwithHUD’spreferences,thiswillautopopulateYes.PleasenotethatifyoudorespondYestoalloftheabovequestions,youwillbecontractuallyrequiredtooperateyourprojectinaccordancewithyouranswers.

8.Willparticipantsberequiredtoliveinaparticularstructure,unit,orlocality,atsomepointduringtheperiodofparticipation8b.Ifyes,howandwhy

Yes/No.Site-basedprojectsshouldsayYes.(ForTH/RRH,ifeitherpartissite-based,sayYes.)TenantBasedRentalAssistance(TBRA)permanenthousingprojectsmayrequireclientstoliveinaparticularstructureforthefirstyearandinadefinedgeographicalareafortheentiretermofstayintheprogram.ThisallowanceappliestoTBRAprojectswhenitisnecessaryforthecoordinationofsupportiveservices;however,TBRAprojectsmuststilloperateinawaythatprovidesfortenantchoiceaccordingto24CFR578.51(c).

Question NewProjectAnswerand/orNotesNarrativeshouldexplainwhytheapplicanthaschosentoenforcethisrequirementforparticipants.RRHprojectsareencouragedtoprovideasmuchclientchoiceaspossibleintheselectionoftheirpermanentunit,keepinginmindthatprogramparticipantswillremainintheseunitsaftertheRRHassistanceends.

9a/b.Willmorethan16personsliveinonestructure?

Yes/No.(HUDprefersano,unlessjustifiedbylocalmarketconditions).Narrativeshouldexplainthelocalmarketconditionsthatnecessitateaprojectofthissizeandhowneighborhoodintegrationcanbeachievedforprogramparticipants.

10.(PSHOnly)Indicatewhethertheprojectis“100%Dedicated”or“DedicatedPLUS”

Anewprojectthatispermanentsupportivehousingmustchoose:

• TobecomeaDedicatedPLUSproject.Projectsthatselect“DedicatedPLUS”willberequiredtofillallvacancieswithpersonsmeetingthesecriteriaandshouldonlyselect“DedicatedPLUS”iftheprojectapplicantintendstouseallorsomeoftheirbedstoserveindividualsandfamiliesthatmeetthebroadenedcriteria.

• Tobecomea100%dedicatedtochronicallyhomelessindividualsandfamiliesproject.

PleaseseepartII.D.2ofthisHandbookfordetailsregardingDedicatedPLUS.Regardlessoftheprojectapplicantchoiceabove,theprojectcanstilldedicatebedstoindividualsandfamiliesexperiencingchronichomelessnessonScreen4B,andthosebedsdedicatedtochronichomelessnessmustcontinuetooperateinaccordancewithSectionIII.A.3.b.oftheFY2017NOFA.

C.Expansion1.Willtheprojectuseanexistinghomelessfacilityorincorporateactivitiesprovidedbyanexistingproject?

Yes/No.OnlyprojectswishingtoexpandacurrentrenewalprojectwillsayYes.

2.Isthisnewprojectapplicationrequestinga“ProjectExpansion”ofaneligiblerenewalprojectofthesamecomponenttype?

Yes/No.Applicantscanapplyforanexpansionprojecttoexpandexistingeligiblerenewalprojectsthatwillincreasethenumberofunitsintheproject,orallowtherecipienttoserveadditionalpersons,and(newthisyear)haveonegrantagreementforbothprojectsatcontractingstage.Canalsoexpandtoprovideadditional

Question NewProjectAnswerand/orNotesservicesorbringfacilitiesuptostate/localgovernmenthealthandsafetystandards.

3.Selecttheactivitiesbelowthatdescribetheexpansionproject,andclickonthe“Save”buttonbelowtoprovideadditionaldetails.

Theselectionofeachitemwillcorrespondwithadditionalquestions.

A.SupportiveServicesforParticipants(notforHMISorCE)1a.Aretheproposedprojectpoliciesandpracticesconsistentwiththelawsrelatedtoprovidingeducationservicestoindividualsandfamilies?

• Yesifprojectwillservefamiliesorunaccompaniedyouth

• N/Aifprojectwillserveadultsover25onlyPleasecontactHomeBaseLocalTeamifyouneedaformpolicy.

1b.Doestheproposedprojecthaveadesignatedstaffpersontoensurethatthechildrenareenrolledinschoolandreceiveeducationalservices,asappropriate?

• Yesifprojectwillservefamiliesorunaccompaniedyouth

• N/Aifprojectwillserveadultsover25only

2.Describehowparticipantswillbeassistedtoobtainandremaininpermanenthousing.

DescribeplanstomoveprogramparticipantsquicklyintoPH-PSH,andplanstoensurethatprogramparticipantsstabilizeinPH-PSH.Anacceptableresponsewill:

• Acknowledgetheneedsofthetargetpopulation• Includeplanstoaddressthoseneedsthrough

currentandproposedcasemanagementactivitiesandtheavailabilityandaccessibilityofsupportiveservicessuchashousingsearch,primaryhealthservices,mentalhealthservices,educationalservices,employmentservices,lifeskills,childcareservices,etc.

• Goodstrategiesshouldbespecificallytailored–asrelatedtothisapplication–forindividuals,olderadults,youth,families,etc.

• Ifprogramparticipantswillbehousedinunitsnotownedbytheprojectapplicant,thenarrativemustalsoindicatehowappropriateunitswillbeidentifiedandhowtheprojectapplicantorsubrecipientwillensurethatrentsarereasonable.

• Establishedarrangementsandcoordinationwithlandlordsandotherhomelessservicesprovidersshouldbedetailedinthenarrative.Landlordengagementisacriticalpieceofthestrategyand

Question NewProjectAnswerand/orNoteswillbeexplainedinagoodresponse.

JointTH/RRH:ThedescriptionshouldaccountforthespecialnatureoftheJointcomponentwithbothTHandRRH,includingthetypesofsupportsthatareofferedtoprogramparticipantsinbothportionsoftheproject–theTHandtheRRHportions–andhowtheprogramparticipantswillbeassistedtoquicklymovefromtheTHportionintotheRRHportion.

3.Describespecificallyhowparticipantswillbeassistedbothtoincreasetheiremploymentand/orincomeandtomaximizetheirabilitytoliveindependently.

Narrativeshould:• Addresstheneedsofthetargetpopulation,• Addresstherequiredsupportiveservices,• Addresstheavailabilityandaccessibilityofthose

supportiveservices,• Addressanycoordinationwithotherhomeless

servicesprovidersandmainstreamsystems,• Describehowservicedeliverydirectlyleadsto

programparticipantemployment,• Describehowservicedeliveryleadsdirectlyto

programparticipantsaccessingSSI,SSDI,orothermainstreamservices,

• Describehowtherequestedfundscontributetoprogramparticipantsbecomingmoreindependent.

NOTE:• Educationplaysanimportantroleinthepersonal

developmentofprogramparticipantsandshouldbeconsideredastrategytomaximizetheirabilitytoliveindependently.

• HUDencouragesprojectapplicantstoexplainhoweducationwilladdressencampmentandunshelteredhomelessnessandsurvivorsofDV.

4.Forallsupportiveservicesavailabletoparticipants,indicatewhowillprovidethem,howtheywillbeaccessed,andhowoftentheyareprovided.

Shouldreflectallsupportiveservicesprovidedtoparticipants,whetherfundedbyCoCfundsorotherfunds.Ifyoudoprovideaservice,pleaserespondtoalltherelatedquestions.Atleastonerowmustbecompleted.Thelistpresentedisbothexclusiveandexhaustiveaccordingto24CFR578.53.OnlytheactivitieslistedwillbeconsideredeligibleactivitieswithrespecttotheProjectApplication. Note:Havingservicesthatstillsay“Select“isacceptableandindicatesserviceisnotprovided.Donot

Question NewProjectAnswerand/orNotesoverpromiseinthissection.

5.Questionsaboutactivitiestoincreaseaccesstomainstreambenefits

TheprojectapplicationresponsestothesequestionswillbeaggregatedintotheCoCapplication.NOTE:

• Transportationassistancetoclientstoattendmainstreambenefitappointments,employmenttraining,orjobsmayincludebuspasses,rail/subwaycards,vehicleownedbytheorganization,taxifare,etc.

• Regularfollow-upswithparticipantstoensuremainstreambenefitsarereceivedandrenewedmeansprojectwillfollow-upatleastannuallyensurethatparticipantshaveappliedforandarereceivingbenefitsandrenewwhenrequired.

Point-in-TimeCount

Question NewProjectAnswerand/orNotesPage4B.HousingTypeandLocation(notforHMISorCE)TotalUnits:TotalBeds:TotalDedicatedCHBeds:(AdditionalcolumnsforJointTH/RRHprojects)

• AnswershouldreflectbedssupportedbyCoCfundsatfullcapacityonasingleday

• ShouldalignwithScreen3B,5Aand5B,budgetsandtheCoCpointintimecountforthisproject.

• IfaPSHprojectthatis100%Dedicated,dedicatedCHbedsmustequaltotalbeds

• IfaPSHprojectthatisDedicatedPLUS,numberofdedicatedCHbedsisuptotheproject.

• IfJointTHandPH-RRH,thenumberofTHunits/bedsandRRHunits/bedsmustequalthetotalnumberofunitsfortheproject.

Question NewProjectAnswerand/orNotesPages5A/5B.ProjectParticipants–Households/Subpopulations(notforHMISorCE)Households MustmatchPage3B,includingthenarrativeandproject

typeselected,aswellasthesupportiveservicesprovidedonPage4AandthehousingtypeandlocationinformationprovidedonPage4B,ANDbudgets.• IfPSHproject,musthaveadisabledadultinthe

family• Ifaprojectforchronicallyhomeless,mustreflect

disabledadultsandchronichomelessness.Shouldreflectthenumberofhouseholdsorpersonsservedatsinglepointintimeatmaximumoccupancy

• ShouldNOTbethenumberservedoverthecourseofayearorgrantterm

OnPage5B,thefirst3columnsaremutuallyexclusive,therestcanduplicate,exceptthat“Personsnotrepresentedbyanidentifiedsubpopulation”aremutuallyexclusivetoallotherrows.Ifanyoneislistedin“Personsnotrepresentedbyanidentifiedsubpopulation,”youmustdescribethepopulationbeingservedinthetextbox.Makesurethepopulationdescribediseligible.

C.OutreachforParticipants(allprojectsexceptHMISorCE)1.Enterthepercentageofprojectparticipantsthatwillbecomingfromeachofthefollowinglocations:

Considerparticipanteligibilityforprogramtype:• IfanewPSHprojectforCH,needtocomefrom

streets,shelter,orsafehaven.• IfanewDedicatedPLUSproject,needtocome

fromstreets,shelter,safehaven,THeliminatedin2017competition,THportionofJointTHandPH-RRHproject,orVA-fundedhomelessassistanceprogram.

• IfnewRRH,needtocomefromstreet,shelter,safehavens,DV,THeliminatedin2017competition,THportionofJointTHandPH-RRHproject,orVA-fundedhomelessassistanceprogram.

• IfnewJointTHandPH-RRH,needtocomefromstreet,shelter,safehaven,imminentriskoflosingnighttimeresidencewithin14days,fleeingDV,TH,oraVAfundedhomelessprogram.

Ifpeopleyouwillservewillspend90consecutivedaysorlessinaninstitution,usehomelessstatusfrombeforetheinstitutionalstay,ordescribethepopulationinthetextbox.

Question NewProjectAnswerand/orNotes2.Ifthetotalislessthan100percent,identifytheotherlocation(s)

Ifthisquestionisanswered,makesuretheansweriswithinHUD’seligibilityrequirements.Mostprojectsshouldnothavetocompletethisanswer.

3.Describetheoutreachplantobringthesehomelessparticipantsintotheproject

ForprojectsparticipatinginaCoC’scoordinatedentryprocess,simplyexplainthatcoordinatedentrywillprovideoutreachandaccessanddescribethespecificcoordinationandreferralprocessbetweencoordinatedentryandthisproject.Explainhowprogramparticipantswillbeidentifiedandconnectedwiththeofferedhousingandservices.

6A.FundingRequest3.Doesthisprojectproposetoallocatefundsaccordingtoanindirectcostrate?

PleaseseetheIndirectCostRatesubsectionbelow.

4.Selectagrantterm 1Year.(Couldbemore,butrarelychosen.)5.Selectthecostsforwhichfundingisbeingrequested

ProjectApplicantsmayNOThaveanyofthefollowingcombinationsinasinglestructureorhousingunit:• Acquisitionand/orrehabilitationwithnew

construction• Leasingwithacquisition,rehabilitation,ornew

construction*• Rentalassistancewithacquisition,rehabilitation,or

newconstruction*• Leasingandrentalassistance*• Rentalassistanceandoperations**JointTHandPH-RRHcomponentmayhavebudgetsthatreflectthesecombinations,butnotinasinglestructureorhousingunit.

6C/6E.LeasedUnitsBudgetDetail/RentalAssistanceBudgetDetailFMRarea: SanJose-Sunnyvale-SantaClara,CAHUDMetroFMRArea

Units UnitsshouldalignwithPages4B/5A/5Basapplicable6F/6G/6H/SupportiveServices/Operating/HMISBudgetDetailOperations/ServicesQuantityDescription

MakesurethereisenoughQuantityDetail:(e.g.“1FTE@$45,000CaseManagerSalary,includingbenefits”or“50hours@$25/hourincludingbenefits”.“1FTE”isNOTenough)andthatcostsareeligible.Requestshouldbeequaltooneyearoftherelevantcost.

Question NewProjectAnswerand/orNotes6I.SourcesofMatchSourcesofMatch Thematchinformationshouldbebasedonthecurrent

commitmentattimeofprojectapplicationandNOTbasedonprojections.HUDexpectstheamount(s)listedonthisformtobeaccurate,withacommitmentletterwiththeamountlistedtobeinplace.“Dateofwrittencommitment”referstothedatethecommitmentwassigned,notthedateitwillbeavailable.See“OtherResources”sectionofthisHandbookforadditionalinformation.

ProgramIncome ProgramincomemaybecountedasmatchforCoCProgramfunds.Newthisyear,HUDhasaddedquestionsforprojectsthatgenerateprogramincomeandplantouseitasmatch,includingsource(e.g.“rent”)andamount(estimatedamount).

6J.SummaryBudget8.Admin MAKESUREFILLEDIN.Admincannotexceed10%of

programcosts.12.TotalMatch 25%matchrequired(includingadmin,excludingleasing)7A.Attachment(s)Allattachments Anyattachmentnecessarywillbeuploadedhere(e.g.

additionalinformationfor2880,thirdpartyinkindmatchMOU)

SubrecipientNonprofitDocumentation

Requirediftheapplicantandprojectsubrecipientaredifferententities,andthesubrecipientisanon-profitorganization

8B.SubmissionSummary Makesurenothingreads“PleaseComplete”

RENEWALPROJECTS

Thereareseveralimportantchangesine-snapsforrenewalapplicationsthisyear:

• Part1oftheapplicationhasnewscreensine-snapsthatwerepreviouslyuploadedasattachments(HUD2880,HUDform50070,andSF-LLL).Anewformaboutlobbyingisalsobeingadded,butitwillalsobecompletedine-snaps.

• Detailedbudgetsarenolongerrequiredforleasedstructures,supportiveservices,operating,orHMISbudgets.HUD expects the detailsinthecurrentgrantagreement(asamended)willbethebaselineamountsforrenewalapplicationgrantamounts.Itistheresponsibilityoftheprojectapplicationtoensure,ifconditionallyawardedrenewalfunds,thatfundswillonlybeexpendedoneligiblecostsasoutlinedforeachBudgetLineItem(BLI)in24CFRpart578whichwillbeverifiedduringHUDmonitoring.

• TosaveyoutimeinapplicationwritingandHUDtimeinapplicationreview,renewalapplicationscanbesubmittedwithoutchangingmostscreensthisyear,iftheinformationisaccurate.WhenconsideringmakingchangestoaFY2017renewalprojectapplication;ingeneral,HUDdiscouragesapplicantsfrommakingannualupdates.Ifyouimportdataintoyourrenewalprojectapplicationfromlastyear(notanoptionforfirst-timerenewals),youwillbeunabletoeditmostoftheapplicationscreensuntilyounavigatetothe“SubmissionWithoutChanges”screen(listedintheleftmenubarinPart8)andselect“MakeChanges.”

o Afterreviewingallofthepre-filledinformationandcompletingSection1andScreens3C(ifapplicable),6D,7A,and7B,ifyoudonotwishtoeditanyscreens,youcansubmittoHUDasis.NOTE:Donothitsubmitine-snapsuntilinstructedtodosothroughyourlocalprocess.

o Ifyoudoneedtoeditscreens,youcanselectthespecificscreensyouwishtoopenforeditingbycheckingboxesandselecting“Save.”Ifyoudothisbyerroranddidnotwanttomakeedits,simplynavigatetothatscreentore-savethedata.

o Onceopenedforediting,youshouldnavigatetoeachscreentoupdate/changetheinformationonthosescreens,selecting“Save”beforenavigatingtoanotherscreen.

SHOULDIFIXTHISTYPOINMYRENEWALAPPLICATION?HUDstaffhavehintedthatapplicationsectionsthatarenoteditedwillundergoonlyaperfunctoryreviewandthatapplicationsthatareeditedwillreceiveadeeperreview.Therefore,iftheimportedapplicationsectionisaccuratefortherenewalprogram,itmaynotbenefitapplicantstomakesmallornon-substantiveedits.Ontheotherhand,projectsthathavemadeamendments,thathaveconsolidated,orhavemadechangesintheirprogramdesignsincelastyear’sprojectapplicationwillabsolutelyneedtomakechanges.

RenewalApplicationProcessin2017

Question RenewalProjectAnswerand/orNotesPage1AApplicationTypeAlotoftheinformationinSection1(1A-1J)ispre-populatedfromtheProjectApplicantProfile.Ifthereareanydiscrepancies,orerrors,edittheProjectApplicantProfile,asyouwillnotbeabletochangetheProjectApplication.5b.FederalAwardIdentifier

MustmatchGIW.NEWTHISYEAR,HUDisrequestingtheprojectPIN,thefirst6digitsofthegrantnumber,ratherthanthefull16digitgrantnumber.Ifimportingdata,shouldautopopulatecorrectlywithjustthe6characters.Triplecheckthisone!

Pages1B.LegalApplicant(allfieldsprepopulatedfromApplicantProfile)a.LegalName MustmatchGIW(prepopulatedfromApplicantProfile).

Remember:Thisistherecipientname,notthesubrecipient.Thelegalnamemustmatchthenameontheorganization’sarticlesofincorporationorotherlegalgoverningauthority.Surrogatenames,

Question RenewalProjectAnswerand/orNotesabbreviations,oracronymsmustnotbelisted.Theapplicantmustalsobetherecipientofrecordforthegrantrequestingrenewal,notanewagencytakingoverthegrant.

f.Contactperson HUDwillcontactthepersonlistedinfieldfregardingcurabledeficienciesfortheapplication,andsothispersonshouldbethemostknowledgeableabouttheapplication.Thismaybetheorganization’sauthorizedrepresentative,aprogrammanager,financialanalyst,orgrantwriter

D.CongressionalDistrict(s)15.DescriptiveTitle Ifthistitleisnotcorrect,youwillneedtoeditin“projects”form

one-snaps16.CongressionalDistrict(s):b.Project:

Mustreflectcongressionaldistrict(s)inwhichtheprojectoperates.ShouldbeCA-17,CA-18,CA-19,orCA-20.

17a.ProposedProjectstartdate

Mustbethedate364daysbefore17b.MustbethefirstdayofthemonthandmatcheLOCCS.

17b.ProposedProjectenddate

MustmatchGIW(andeLOCCS)butthedateshouldbein2019(mayautopopulate2018,somakesuretowatchthis).

E.ComplianceandPage1F.Declaration19.IstheApplicationSubjecttoReviewByStateExecutiveOrder12372Process?

Choose:b.ProgramissubjecttoE.O.12372buthasnotbeenselectedbytheStateforreview.

20.Delinquentdebt ProjectApplicantswithanoutstandingFederaldebtwillnotbeeligibletoreceiveHUDfunds,unless:(1)anegotiatedrepaymentscheduleisestablishedandtherepaymentscheduleisnotdelinquent,or(2)otherarrangementssatisfactorytoHUDaremadepriortotheawardoffundsbyHUD.TheexplanationofanydebtowedandtherepaymentarrangementsmustbeprovidedonScreen1E.IfarrangementssatisfactorytoHUDcannotbecompletedwithin90daysofnotificationofselection,HUDwillnotexecuteagrantagreementwithaprojectapplicant.

G.HUD2880

Checkbox:Icertifythatthisinformationistrueandcomplete(*IAGREE)

• Verifythatallprojectinformationiscompleteandaccurate.• Ifanypre-populatedinformationisincorrect,youmust

correctitintheApplicantProfile(seepartC.4ofthissectionfordetails)

H.HUD50070 Checkbox:Iherebycertifythatalltheinformationstatedherein,aswellasanyinformationprovidedinthisaccompanimentherewith,istrueandaccurate.

• Ifanypre-populatedinformationisincorrect,youmustcorrectitintheApplicantProfile.

• Thisscreenreplacestheneedtouploadaformasanattachment.

Question RenewalProjectAnswerand/orNotesPage1I.CertificationRegardingLobbyingCheckbox:Iherebycertifythatalltheinformationstatedherein,aswellasanyinformationprovidedinthisaccompanimentherewith,istrueandaccurate.

• Newthisyear,FederalagenciesrequirethesubmissionofasignedCertificationRegardingLobbyingtoensureapplicantsacknowledgetherequirementsinSection319ofPublicLaw101-121,31U.S.C.1352,(theByrdAmendment)and24CFRpart87beforereceivingafederalaward.ThesestatutesandregulationprohibittheuseoffederalawardfundsforlobbyingtheexecutiveorlegislativebranchesoftheFederalgovernmentinconnectionwithaspecificaward.

• ThisrequirementisdifferentandseparatefromtherequirementforapplicantstoreportlobbyingactivitiesusingtheSF-LLLform.TheSF-LLLformmuststillbesubmittedbyapplicantsthatlobbyorintendtolobbyusingnon-federalfunds.

• TheonlyapplicantsexceptedfromsubmittingtheCertificationRegardingLobbyingformarefederally-recognizedIndiantribesbecauseofeachtribe’ssovereignpower.

J.SF-LLL DoestherecipientorsubrecipientofthisCoCgrantparticipateinfederallobbyingactivities(includingafederaladministrationorCongress)inconnectionwiththeCoCProgram?

• SelectYesorNotorevealadditionalquestions.• Youshouldonlyselectyesifyouareanon-profitANDyou

engageinlobbyingactivities.Notmanyagenciesshouldselectyes.

NEWTHISYEAR:Projectsthathaverenewedbeforewillseethatmostofthenextscreensarelockedtoediting.Youshouldreviewthemforaccuracy,andifyouneedtoeditscreensyouwillbeableunlocktheminSection8andreturntomakeedits.PleasereviewcarefullyandONLYunlockthescreensyoumustunlock.Thefollowingnotesmaybehelpfultoyouasyoureviewyourapplication.Page2A.ProjectSubrecipients • Ifthereisasubrecipient(s),thisshouldbecompletedwith

theirinformation.Ifnorecipient,canbeleftblank.• Congressionaldistrictsshouldbesameasorasubsetof16b

above.• Totalsubrecipientgrantamountshouldnotincludetheadmin

amountkeptbytherecipient(cannotexceed50%ofadmin)Page2B.RecipientPerformance1.APRSubmissionOnTime

• ShouldbeYes.APRsareduewithin90daysofwhenthegranttermexpires.Forthosefirst-timerenewalsforwhichtheoriginalgranttermhasnotyetexpired,pleasewrite,“First-timerenewalandgranttermhasnotyetexpired”and

Makeespeciallysureyouranswerson2Bareaccurateforthisyear!

Question RenewalProjectAnswerand/orNotesprovidethedatebywhichtheAPRmustbesubmitted

2.HUDMonitoring/OIGAuditFindings

• ShouldbeNo.Ifyouselected“Yes”,indicatethedateoftheoldestunresolvedfindingandprovideabriefexplanationforwhythemonitoringorauditfindingremainsunresolvedandthestepsthathavebeentakentowardsresolution(e.g.,respondedtotheHUDletter,butnofinaldeterminationreceived).

3.QuarterlyDrawdowns • ShouldbeYes.Ifno,includeanexplanation.4.RecapturedFunds • ShouldbeNo.Ifyes,includeanexplanationforwhyfunds

werenotexpended.Page3A.ProjectDetail-Thispagedetermineswhatpages/questionsareavailablelaterinapplication.Ife-snapsasksyoutofilloutirrelevantinformation(e.g.aboutthenumberofunitsyouwillserve,butyouareSSOproject),reviewthispagetoensureitiscorrect.2a.CoCNumberandName

CA-500

2b.CoCCollaborativeApplicantName

SanJose/SantaClaraCity&CountyCoC

4.ProjectStatus Correctanswer:Standard

5.ComponentType: MustmatchListofEligibleRenewalProjects(orGIW).

6.TitleV Thisquestionreferstofederalpropertiesthatwerecategorizedasunutilized,underutilized,excess,orsurplusforusetoassisthomelesspersons,pleaseanswerasappropriateforyourproject.

B.ProjectDescription1.Provideadescriptionthataddressestheentirescopeoftheproposedproject

Allprojectapplicantsmustprovideacomprehensiveandconciseprojectdescription.Referencestoineligibleactivitiesorfailingtoprovideanadequatedescriptionoftheprojectmayresultinrejectionoftheprojectapplication.Theprojectdescriptionshouldaddresstheentirescopeoftheprojectandinclude:• Communityneeds• Aclearpictureofthetargetpopulation(s)tobeserved• Theplanforaddressingtheidentifiedneeds/issuesoftheCoC

targetpopulation(s)• Projectedoutcome(s),• Coordinationwithothersource(s)/partner(s),and• ReasonwhyCoCProgramsupportisrequired

o Theprogramdescriptionshoulddescribetheprojectatfull

operationalcapacity.o ProjectapplicantsMUSTmatchthisdescriptiontoallother

partsoftheapplicationincludingPart5andbudgetsinPart6x

Question RenewalProjectAnswerand/orNotes2.Doesyourprojecthaveaspecificpopulationfocus?

Select“Yes”ifprojecthasspecialcapacityinitsfacilities,programdesigns,tools,outreachormethodologiesforaspecificsubpopulationorsubpopulations.Thisdoesnotnecessarilymeanthattheprojectexclusivelyservesthatsubpopulation(s),butratherthattheyareuniquelyequippedtoservethem.If“Yes”isselected,selecttherelevantcheckbox(es).Note:Itisnotinyourbestinteresttooverpromisetothesequestions.However,pleasematchyouranswertopriorapplications.Also,ifapermanentsupportivehousingproject,makesuresubpopulationswithpeoplewithdisabilityarechecked.

3.HousingFirst. TheHousingFirstanswerswillbeaggregatedfortheCoCapplication,andifourCoCismoreHousingFirstoriented,ourscorewillincrease.Forrenewalhousingprojects,ifyouindicatedyourprojectisHousingFirstinthepast,butitisnotanylongerbasedonyouranswerstothenextquestions,pleasetalktoHomeBaseLocalTeamstaff.Pleasenotethatsayingyestothesequestionscreatesacontractualobligationtooperateinthismannerforyourproject.

C.DedicatedPlus(MUSTEDITSCREEN,PSHprojectsonly)1.Indicatewhethertheprojectis“100%Dedicated”,“DedicatedPLUS”,or“N/A”

Arenewalprojectthatispermanentsupportivehousingmustchoose:

• (Ifithasn’tbeen100%DedicatedtoChronicallyHomelessbefore)TocontinueservinganonChronicallyHomelesspopulationbyselecting‘N/A’

• Tobecomea100%DedicatedPLUSproject• Tobecome/remaina100%dedicatedtochronically

homelessindividualsandfamiliesproject.

Ifarenewalprojectthathas100percentofitsbedsdedicatedtochronicallyhomelessindividualsandfamilieselectstobecomeaDedicatedPLUSproject,theprojectwillberequiredtoadheretoallfairhousingrequirementsat24CFR578.93.PleaseseepartII.D.2ofthisHandbookfordetailsregardingDedicatedPLUS.Regardlessoftheprojectapplicantchoiceabove,theprojectcanstilldedicatebedstoindividualsandfamiliesexperiencingchronichomelessnessonScreen4B,andthosebedsdedicatedtochronichomelessnessmustcontinuetooperateinaccordancewithSectionIII.A.3.b.oftheFY2017NOFA.Changingthenumberof

Question RenewalProjectAnswerand/orNotesbedsdedicatedtochronicallyhomelesspeoplemayaffecttheCoC’sscoreinfuturecompetitions.

A.SupportiveServicesforParticipants(allprojectsexceptHMIS)1.Forallsupportiveservicesavailabletoparticipants,indicatewhowillprovidethem,howtheywillbeaccessed,andhowoftentheyareprovided.

Shouldreflectallservicesforprovidedforparticipants,whetherfundedbyCoCfundsorotherfunds.Ifyoudoprovideaservice,pleaserespondtoalltherelatedquestions.Atleastonerowmustbecompleted.Note:Havingservicesthatstillsay“Select“isacceptableandindicatesserviceisnotprovided.Donotoverpromiseinthissection.

2.Questionsaboutactivitiestoincreaseaccesstomainstreambenefits

TheprojectapplicationresponsestothesequestionsmaybeaggregatedintotheCoCapplication.

Point-in-TimeCount

B.HousingTypeandLocation(allprojectsexceptSSOandHMIS)TotalUnits:TotalBeds:TotalDedicatedCHBeds:

• Totalunits,beds:ShouldincludeallunitsintheprojectsupportedbyCoCfunds,atapointintime,atfullcapacity

• TotalCHDedicatedbeds:Shouldincludeallbedsdedicatedandprioritizedforchronicallyhomelesspeople

o Ifchose100%Dedicatedon3C,thenumberofTotalDedicatedshouldmatchTotalBeds

o IfchoseDedicatedPLUSon3C,applicantmaychoosetodedicatebedstochronicallyhomelesspeoplehere.

• ShouldgenerallyScreens5Aand5B

Pages5A/5B.ProjectParticipants–Households/Subpopulations(allprojectsexceptHMIS)Households MustmatchPage3B,includingthenarrativeandprojecttype

selected,aswellasthesupportiveservicesprovidedonPage4AandthehousingtypeandlocationinformationprovidedonPage4B,ANDbudgets.• IfPSHproject,youmusthaveadisabledadultineachfamily• Ifaprojectforchronicallyhomeless(seePage4B),youmust

reflectdisabledadultsandchronichomelessness.Shouldreflectthenumberofhouseholdsorpersonsservedatsinglepointintimeatmaximumoccupancy

• ShouldNOTbethenumberservedoverthecourseofayearorgrantterm

• Shouldalignwithlastyear’scontractedamount(hint:seelastyear’sapplication)

OnPage5B,thefirst3columnsaremutuallyexclusive,therestcanduplicate,exceptthat“Personsnotrepresentedbyanidentifiedsubpopulation”aremutuallyexclusivetoallotherrows.Ifanyoneislistedin“Personsnotrepresentedbyanidentifiedsubpopulation,”youmustdescribethepopulationbeingservedinthetextbox.Makesurethepopulationdescribediseligible.

C.OutreachforParticipants(allprojectsexceptHMIS)1.Enterthepercentageofprojectparticipantsthatwillbecomingfromeachofthefollowinglocations:

Considerparticipanteligibilityforprogramtype(seechartonnextpageforfullbreakdown):

• IfPHproject,peopleneedtocomefrom:thestreets,emergencyshelters,safehavens,ortransitionalhousing.

• IfaPSHbonusproject,dedicatingunitsforCH,orprioritizingCHforunits,needtocomefromstreets,shelter,orsafehaven.

• IfaTHorSSOproject,rememberthatyoucannotservepeopleexitinganinstitutionwheretheyhavelivedmorethan90days

• Homelessunderotherfederalstatutes—servingrequiresHUDapprovalofCoCrequest.NOCoCshaveapproval.

Ifapersonrecentlyspent90consecutivedaysorlessinaninstitution,usehisorherhomelessstatusfrombeforetheinstitutionalstay,ordescribethepopulationinthetextbox.

2.Ifthetotalislessthan100percent,identifytheotherlocation(s)

Ifthisquestionisanswered,makesuretheansweriswithinHUD’seligibilityrequirements.Mostprojectsshouldnothavetocompletethisanswer.

6A.FundingRequest-RENEWALBUDGETAMOUNTSMUSTMATCHLISTOFELIGIBLERENEWALPROJECTS(orGIW)EXACTLYUNLESSREALLOCATINGNote:Makesureanychangestoyourbudgetthroughgrantagreement,amendment,orreallocationareincludedinyourfinalapplication.3.Doesthisprojectproposetoallocatefundsaccordingtoanindirectcostrate?

PleaseseetheIndirectCostRatesubsectionbelow.

5.Selectthecostsforwhichfundingisbeingrequested

MustmatchListofEligibleRenewalProjects(orGIW)

6B/6C.LeasedUnitsBudgetDetail/RentalAssistanceBudgetDetailFMRarea: SanJose-Sunnyvale-SantaClara,CAHUDMetroFMRAreaNumberofunits • MustbeequaltoGIWamounts/unitsontheListofEligible

RenewalProjects(asapplicable)• UnitsshouldalignwithPages4B/5A/5Basapplicable

LeasedStructures,SupportiveServices,Operating,HMISBudgetDetailn/a Newthisyear,renewalprojectsdonotrequirethesubmissionof

detailedinformationfortheleasedstructures,supportiveservices,operating,orHMISbudgets.Therearenoseparatescreensforthesebudgets;instead,therequestedfundingamountsare

locatedontheSummaryBudgetscreen,6E.Ingeneral,HUDexpectsthedetailsofthemostrecentapprovedbudgetsasamendedtobethebaseofrenewalgrantexpenses.However,anyreasonableandeligiblecostswithineachCoCcostcategorycanbeexpendedandHUDverifythemduringmonitoring.

6D.SourcesofMatchMUSTEDITSCREENSourcesofMatch Thematchinformationshouldbebasedonthecurrentcommitmentat

timeofprojectapplicationandNOTbasedonprojections.HUDexpectstheamount(s)listedonthisformtobeaccurate,withacommitmentletterwiththeamountlistedtobeinplace.“Dateofwrittencommitment”referstothedatethecommitmentwassigned,notthedateitwillbeavailable.See“OtherResources”sectionofthisHandbookforadditionalinformation.

ProgramIncome ProgramincomemaybecountedasmatchforCoCProgramfunds.Newthisyear,HUDhasaddedquestionsforprojectsthatgenerateprogramincomeandplantouseitasmatch,includingsource(e.g.“rent”)andamount(estimatedamount).

6E.SummaryBudget 3,4,5,7.BudgetAmounts MAKESUREFILLEDINANDMATCHESLISTOFELIGIBLERENEWAL

PROJECTS(orGIW)11.TotalMatch 25%matchrequired(includingadmin,excludingleasing)8.TotalAssistanceplusAdminRequested

MustmatchListofEligibleRenewalProjects(orGIW)

SubmissionWithoutChanges 1.Aretherequestedrenewalfundsreducedasaresultofreallocation?

Forlocalcompetition,pleaseleaveblankunlessyouarechoosingtoapplyforlessthanyourgrantamount.

2.Doyouwishtosubmitthisapplicationwithoutmakingchanges?(Choose:SubmitwithoutchangesorMakechanges)

Choosing“Submitwithoutchanges”indicatestoHUDthatprojectapplicantshavenotmadechangesandarerequestingtorenewyourprojectpertheprojectdetailsasbroughtforwardfromyourpriorapprovedrenewalgrantagreement(oramendmentagreement)intoyour2017application.ThisquestionexcludesSection1,3C,6D,7Aand7B,whichmustbeedited.Choose“Makechanges”ifyoumustmakeedits.

3.SpecifywhichscreensrequirechangesbyclickingthecheckboxnexttothenameandthenclickingtheSavebutton.Provideabrief

Onceprojectapplicantshaveclickedacheckboxandsavedthescreen,thecheckedboxwillbecomeread-onlyandcannotbeunchecked.Onlycheckboxesnexttoscreensthatprojectapplicantsarecertainrequirechanges,asunlockingscreensthatwillnotchangemaycausesignificantdelaysinHUD’sprojectapplicationassessment

descriptionofthechangesthatwillbemade.

process. Bespecificbutbriefaboutallchangesyouproposetomake(bulletsarefine).Ifyoucheckaboxinerror,notethattoo.FirstTimeRenewals:Notethatyouareafirsttimerenewalintheexplanationbox.

7A.Attachment(s)Allattachments Anyattachmentnecessarywillbeuploadedhere(e.g.additional

informationfor2880,thirdpartyinkindmatchMOU)SubrecipientNonprofitDocumentation

Requirediftheapplicantandprojectsubrecipientaredifferententities,andthesubrecipientisanonprofitorganization

8B.SubmissionSummary Makesurenothingreads“PleaseComplete”

E. INDIRECTCOSTRATE(SCREEN6A,QUESTION3)

Whatisanindirectcostrate?TheindirectcostrateallowsaprojecttospendsomeofitsHUDfundingoncoststhataredifficulttoassigntoanyparticularproject.Orasstatedin2CFR200.56,“Indirect(F&A)costsmeansthosecostsincurredforacommonorjointpurposebenefittingmorethanonecostobjective,andnotreadilyassignabletothecostobjectivesspecificallybenefitted,withouteffortdisproportionatetotheresultsachieved.”Forexample,ifyourmanagement/adminteamrunsthreedifferentprojectsoutofthesamebuilding,thendepreciationforthatbuildingwouldbeanindirectcost.Similarly,thecostofanoutsideaccountingfirmthatdoestheaccountingforyourentireorganizationwouldbeanindirectcost,orthecostofahumanresourcestoollikeZenefits.Istheindirectcostratethesamethingastheadministrationlineitem?No.Sometimesbothbudgetsare10%,butthat’sjustacoincidence.They’retwodifferentconcepts,andoneprojectcanapplyforbothadminandindirectcosts. WillchoosingtouseanindirectcostratechangemyCoCproject’sfundingaward?No.TheindirectcostratedoesnotincreaseordecreasetheamountoffundingyourprojectreceivesfromHUD.Instead,theindirectcostrategivesyoumoreflexibilityabouthowtospendthatmoney.

WhatisanIndirectCostRateAgreement?Anindirectcostrateagreementisanagreementbetween(1)abranchofthefederalgovernmentand(2)anon-profit,localgovernment,orstategovernment.Theagreementsetsthepercentageofafederalgrantthatcanbeusedon“indirectcosts”likeaccountingandhumanresources.WheredoIlooktoseeifIhaveanIndirectCostRateAgreement?IfyouaretheCoCprojectrecipient(i.e.youhaveaneLOCCSaccount),youshouldtalktoyouraccountant,lawyer,orexecutivedirectortofindoutifyouhaveanindirectcostrateagreement.However,ifyouareasub-recipient,thenyoushouldaskyourrecipientifithasanindirectcostagreement.WhatifIdon’thaveanIndirectCostRateAgreement?Ifyouoryourprimaryrecipientalreadyhasanindirectcostrateagreementonfile,thenyouneedtousethatagreement.However,ifyoudon’thaveasignedagreementonfileyet,thatisnotaproblem!YoudonotneedanIndirectCostRateAgreement.HUDwillallowyoutousea10%deminimisrateevenwithnoagreement.WhatelseshouldIknowaboutIndirectCostRates?Applicantsthatdonothaveanapprovedfederallynegotiatedindirectcostratemaychargeamaximumrateof10percentofModifiedTotalDirectCosts,whichisdefinedin2CFR200.68.ModifiedTotalDirectCost(MTDC)means“alldirectsalariesandwages,applicablefringebenefits,materialsandsupplies,services,travel,anduptothefirst$25,000ofeachsubaward(regardlessoftheperiodofperformanceofthesubawardsundertheaward).MTDCexcludesequipment,capitalexpenditures,chargesforpatientcare,rentalcosts,tuitionremission,scholarshipsandfellowships,participantsupportcostsandtheportionofeachsubawardinexcessof$25,000.Otheritemsmayonlybeexcludedwhennecessarytoavoidaseriousinequityinthedistributionofindirectcosts,and

withtheapprovalofthecognizantagencyforindirectcosts.”Therefore,rentalassistanceandleasingcostsareexcludedandsomesupportiveservicescostsmayalsobeexcludedfromthebasenumber,whichcouldimpactthetotalamountyoucanuseforindirectcosts.

RESOURCES

• 2017CoCNOFA:https://www.hudexchange.info/resource/5419/fy-2017-coc-program-nofa/

• GeneralSectionNOFA:https://portal.hud.gov/hudportal/documents/huddoc?id=2017nofa_gensec.pdf

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

• HUDWebsites:o www.hud.govo www.hudexchange.info

• FundingApplication:www.hud.gov/esnaps

• TrainingandResources:www.hudexchange.info/homelessness-assistance/

• HUDExchangeAskAQuestion(AAQ):www.hudexchange.info/get-assistance

• Listserv:www.hudexchange.info/mailinglist

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