Okaloosa County BOCC — May 17, 2016 — 2016 Emergency Solutions Grant App — reading text

through M for any building constructed prior to 1978. When using ESG funds only for essential services and operating expenses, the service provider must comply with Subpart K to eliminate as far as practical lead-based paint hazards in a residential property that receives federal assistance for acquisition, leasing, support services or operation activities. The Lead-Based Paint Regulations are available at www.hud.gov/lea. (See Exhibit 15) Relocation And Displacement – Service providers are required to take reasonable steps to minimize the displacement of persons, families, individuals, businesses, non-profit organizations or farms as a result of administering projects funded through ESG. Any persons displaced by the acquisition of property must be provided with relocation assistance (24 CFR § 576.59). HMIS Participation – All ESG recipients must certify that they will fully utilize the Homelessness Management Information System (HMIS) for their area. The lead agencies must work with their local service providers to coordinate HMIS access and technical assistance. The lead agencies assume full responsibility for all reporting to the Department. Eligible HMIS activities include paying salaries for operating HMIS, purchasing or leasing software or computer hardware, obtaining technical support, staff travel to conduct intake, etc. See Appendix M for a quick reference of activities and 24 C.F.R. § 576.107 for a complete list of eligible HMIS activities. 2016-17 Emergency Solutions Grant Application 9 Please note that domestic violence programs are exempt from the HMIS requirement, however they will be required to provide aggregate data for reporting purposes. V. GRANT OUTCOME AND EVALUATION MEASURES Each lead agency receiving a grant under this solicitation must provide the Office on Homelessness on or before July 31, 2019, a thorough evaluation of the effectiveness of the grant in achieving its intended purpose. At a minimum, this written evaluation shall address the programs’ ability meet the objective of the CoC Plan; access the level of services receive by clients served; the completion of the proposed activities versus those actual performed or provided; and the effectiveness at meeting the federal objectives of the ESG Program. The Office on Homelessness will provide a template for this Evaluation and Performance Criteria. VI. GRANT SOLICITATION PROCESS Department Contact Person and Inquiries The contact person for the Department for the 2016 ESG application process is: Mia Parker Office on Homelessness Department of Children and Families 1317 Winewood Blvd. Bldg. 3, Room 201 Tallahassee, FL 32399-0700 (850) 717-4356 Mia.Parker@myflfamilies.com Applicants are permitted to contact the Department staff after the notice of grant application has been posted on the Vendor Bid System (VBS). Department staff will respond to applicant written questions based upon the written grant application document. The written grant application document is binding. Eligible applicants may submit written inquiries to the Department Contact regarding the grant application in order to enhance their understanding of the requirements. Use of electronic communications is encouraged for all inquiries. Written inquiries must be submitted by May 9, 2016. Responses to all written inquiries will be posted on the VBS. The Department will hold a conference call for all eligible applicants on May 4, 2016 at 2 p.m., Eastern Time. The purpose of the conference call is to answer questions from the eligible applicants. The conference call-in number is 1-888-670-3525, participant code 7015398451#. The call will be recorded, and a summary of the call will be prepared by the Office on Homelessness. Participation on the grant application conference call is not mandatory for eligible applicants. 2016-17 Emergency Solutions Grant Application 10 Schedule of Events and Deadlines EVENT DATE TIME LOCATION Grant Application 4/27 N/A DMS VBS posted on VBS http://myflorida.com/apps/vbs/vbs_www.main_m enu Solicitation 5/4 2:00 p.m. Conference Call #: 1-888-670-3525 Conference Call Code: 7015398451# Deadline for 5/9 3:00 p.m. Mia.Parker@myflfamilies.com Written Inquiries Answers to 5/13 N/A DMS VBS Written Inquires http://myflorida.com/apps/vbs/vbs_www.main_m posted enu Applications Due 5/25 3:00 p.m. Dept. of Children and Families Office of Homelessness Attn: Mia Parker 1317 Winewood Blvd. Bldg. 3, Room 201 Tallahassee, Florida 32399 Review of 5/31 N/A N/A Applications for Completeness Initial meeting of 5/31 10:00 Office of Homelessness Evaluation panel a.m. Bldg. 3, Room 202 1317 Winewood Blvd. Tallahassee, Florida 32399 Evaluation panel 6/8 5:00 p.m. Office of Homelessness completes review Bldg. 3, Room 202 and scoring 1317 Winewood Blvd. Tallahassee, Florida 32399 Estimated Posting 6/24 N/A DMS VBS of Grant Award http://myflorida.com/apps/vbs/vbs_www.main_m enu Anticipated July 1, N/A N/A Effective Date of 2015 Grant Award It is the responsibility of the applicant to check the VBS for addenda, notices of decisions, and other information or clarifications regarding this solicitation. APPLICATION NOTICE AND DEADLINE TO APPLY The grant application will be released on April 27, 2016 and will be posted on the VBS of the My Florida Market Place. The deadline to provide grant applications will be May 25, 2016. The Department is not responsible for any costs incurred by an applicant in responding to this grant application. Such costs are not eligible for reimbursement from the grant award. ALL GRANT APPLICATIONS MUST BE RECEIVED BY MAIL AND IN WRITTEN FORMAT. APPLICATIONS AND REQUIRED CONTENTS MUST BE MAILED OR DELIVERED TO THE CONTACT PERSON LISTED ABOVE. FAILURE TO ENSURE APPLICATIONS RECEIVED BY THE DEADLINE WILL RESULT IN THE APPLICATION BEING DENIED AND RETURNED WITHOUT REVIEW. 2016-17 Emergency Solutions Grant Application 11 APPLICATION REVIEWS AND EVALUATIONS Upon receipt of the application, the Department will date stamp and log in as received on the grant application log. The initial step in the review and evaluation process will be to review each application for completeness. Only applications that are complete when received or as corrected as provided under the completeness section will be eligible for evaluation. Eligible applicants must deliver their grant application to the Department, Office on Homelessness, Building 3, Room 201, 1317 Winewood Blvd., Tallahassee, FL 32399-0700, by May 25, 2016 at 3:00 p.m. Eastern Time. No faxed or electronic delivery shall be permitted for submission of applications. Applications received after the noticed deadline shall be rejected and returned to the applicant without review. There shall be NO EXCEPTIONS or WAIVERS. The applicant is exclusively responsible for the delivery of the application to the Department. Applications must be received in the Office at the above address by the deadline. Applicants must make sure that if the application is mailed or sent by courier service that they allow adequate time for the application to be delivered to the Department. The Department will not entertain appeals based on the failure of a delivery service to make timely delivery. A. Format and Content of Application The applicant shall submit an original signed application plus one (1) photocopied application to the Department. Failure to submit an original signed copy, plus the one copy following the completeness review period, shall result in the rejection of the application. The original signed application shall be clearly labeled on the cover sheet "ORIGINAL" to identify the original signed application. All applications must be on 8 1/2 X 11 size paper, be provided in the order described below, and the application shall be bound with a table of contents clearly showing the order of the material with pages clearly numbered. Where reference documents are to be included in the application, they shall be inserted in the application immediately following the section of the application in which they are referenced. The application must have five (5) tabbed sections that include the following documents in each tab: Tab 1: - Applicant Information Request - Completeness Checklist Tab 2: - Agency Profile - Proposed Activities Tab 3: - CoC Certification - CoC Plan (related to proposed projects) Tab 4: - Budget and Match Forms - Budget Narrative 2016-17 Emergency Solutions Grant Application 12 Tab 4: - Local Government Certification - Certification Regarding Lobbying - MyFloridaMarketPlace Registration - 501(c)(3) - Lead Based Paint Form (if applicable) B. Applicant Information Request and Completeness Check—Tab 1 The Department will initially review applications received to determine whether the applications are substantially complete. This step will address whether the required forms are present and properly signed, that the proposal appears to have addressed application contents required, and that there is not an easily discernible or obvious error that may be readily corrected. Should an error be detected, the Department will notify the applicant and the applicant will be afforded three (3) workdays to take corrective action to adjust the application. During the correction period, the applicant is permitted to only take action to correct completeness errors cited by the Office and not to supplement its application by adding material for any other purpose. The Office is under no obligation to detect or offer the opportunity for completeness and/or corrective action. The Offices’ election to afford this opportunity should not, and does not give rise to an expectation of completeness or application correction. The Department has elected to afford an opportunity for applicants to correct incomplete items, but the applicant is solely responsible for completing the corrective measures and ensuring their receipt by the Office. Applicants shall complete the application Completeness Checklist using the form in EXHIBIT 2, and shall include the completeness checklist in the application immediately following the Applicant Information Request. The lead agency shall provide complete the