REQUEST FOR PROPOSALS - HUD Exchange€¦ · Release Date of the Request for Proposals December 2007 Proposal Due Date February 4, 2008 Anticipated Contract Start July 1, 2008 Questions

NEW YORK STATE OFFICE OF TEMPORARY & DISABILITY ASSISTANCE

HOMELESSNESS / SUPPLEMENTAL HOMELESSNESS INTERVENTION PROGRAM

REQUEST FOR PROPOSALS

2007

STATE OF NEW YORK

ELIOT SPITZER GOVERNOR


DAVID A. HANSELL COMMISSIONER

HIP/SHIP RFP 2007 1

TABLE OF CONTENTS

PAGE

Section I Application Information Procurement Schedule 3 Timelines/Proposal Submission 3 Question & Answer Information 3-4 Proposal Due Date 4

Section II Summary of the Request for Proposals A. Introduction/Purpose 4 B. Eligible Grant Applicants 5 C. Eligible Population 5 D. RFP Cycle and Contract Periods 5 E. Available Funds 5-6 F. Distribution of Funds 6 G.

H. Coordination with Local Social Services Districts Selection

6 6-7

Section III Program Information A. Program Background 7 B. Eligible Populations 8 C. Service Strategy 8 D. Proposed Units of Payment 8-9 E. Match Requirement 9 F. Desired Outcomes 9-10 G. H.

Provision of Supportive Services Maintenance of Effort

10 10

Section IV Contract Information A. Reports and Record Keeping 10-11 B. General Terms and Conditions 11-12 C. Payment 12 D. Equal Employment Opportunity 12-15

HIP/SHIP RFP 2007 2

Application 16-42

New York State Office of Temporary & Disability Assistance

HOMELESSNESS /SUPPLEMENTAL HOMELESSNESS INTERVENTION PROGRAM

SECTION 1: APPLICATION INFORMATION Important dates in this Request for Proposal process are indicated below: PROCUREMENT SCHEDULE This schedule is subject to adjustment RFP Released December 2007 Proposals Due February 4, 2008 Notification of Awards Spring, 2008 Contract Start July 1, 2008 TIMELINES/APPLICATION SUBMISSION INFORMATION Release Date of the Request for Proposals December 2007 Proposal Due Date February 4, 2008 Anticipated Contract Start July 1, 2008 Questions and Answers December 30, 2007 to January 11, 2008 Prior to January 11, 2008, prospective applicants may submit questions, in writing, to SPU at the following address:

HIP/SHIP PROGRAM

New York State Office of Temporary and Disability Assistance Services Program Unit (SPU) 40 North Pearl Street 10th floor Albany, New York 12243-0001

Fax: 518-473-6440 EMAIL: [email protected]

HIP/SHIP RFP 2007 3

All questions must be typed. Along with your question(s) provide your name, organization, mailing address, fax number and e-mail address. Following the January 11, 2008 deadline for questions, SPU will issue a written summary of questions and answers. These will be mailed to those who requested an RFP. The written summary will also be posted on the OTDA Web Page. Responses to questions, which are raised after January 11, 2008 will be provided at the discretion of OTDA. OTDA’s Web site is located at http://www.otda.state.ny.us Under Resources select “Contracts and Grants”. Proposal Due Date All proposals must be received at 40 North Pearl Street, 10th floor, Albany, New York by c.o.b (5:00 PM) February 4, 2008. Any proposal received after the deadline will be reviewed solely at the discretion of OTDA. Faxed materials or materials sent via electronic mail will not be accepted. One original and two (2) copies of the application should be sent to:

HIP/SHIP Coordinator New York State Office of Temporary and Disability Assistance

Bureau of Housing Services, 10th floor 40 North Pearl Street

Albany, New York 12243 If selected, the proposal or parts of it submitted in response to this RFP will become part of a performance-based contract with OTDA subject to approval by the New York State Attorney General and the Office of State Comptroller. At the time of contract development, awardees will be required to submit additional information for the final contract. OTDA reserves the right to negotiate any aspect of a proposal in order to ensure that a final agreement meets OTDA objectives.

SECTION II: SUMMARY OF THE REQUEST FOR PROPOSALS A. INTRODUCTION/PURPOSE

The Office of Temporary & Disability Assistance (hereinafter “OTDA”) announces a funding opportunity through Chapter 204 of the Laws of 1998 which is set forth in Title 4 of Article 2-A (Sections 48 - 52) of the Social Services Law, the Homelessness Intervention Program (HIP). The legislative purpose provides that state financial assistance should be made available for the purpose of providing supportive services designed to stabilize households and to prevent homelessness; and for those who are currently homeless, to facilitate the transition from homelessness to permanent housing. OTDA will therefore utilize these funds to pay providers for the achievement of designated contract outcomes which place and maintain a household in affordable, permanent housing and/or successful prevention of an eviction and maintenance of the household in affordable, permanent housing. The focus of this RFP is the maintenance or

HIP/SHIP RFP 2007 4

http://www.otda.state.ny.us/

retention of the target population in permanent housing. OTDA will make available statewide HIP funds, subject to an appropriation in the 2008-09 State Operations and Aid to Localities Budget. OTDA will also make available statewide SHIP funds from the Federal Temporary Assistance for Needy Families (TANF) Program under the State Fiscal Year 2008-2009 Aid to Localities Budget. The intent of SHIP is to provide federal funding for the same purpose as that of HIP except that TANF guidelines must be adhered to (see details for guidelines listed below under section C. ELIGIBLE POPULATION). TANF funding is administered through the Department of Health and Human Services (HHS) under Catalog of Federal Domestic Assistance (CFDA) number 93.558.

B. ELIGIBLE GRANT APPLICANTS The RFP solicits applications from social service districts and not-for-profit corporations,

including charitable and/or faith-based organizations eligible to conduct business in the State of New York, which will provide services to homeless and at-risk households. Applicants are urged to submit proposals that demonstrate a comprehensive program designed to meet the objectives of HIP/SHIP. Current HIP/SHIP contractors must submit a proposal in response to this RFP to be considered for funding.

C. ELIGIBLE POPULATION The eligible population to be served through this RFP for HIP are individuals and families who

are homeless or at risk of homelessness and whose household income may not exceed 200% of the Federal poverty level. In rare instances, the 200% of poverty for a HIP recipient may be waived by prior approval at the discretion of OTDA. The eligible population to be served through this RFP for SHIP are families, including non-custodial parents, pregnant or parenting teens and young adults ages 18 to 25, who are eligible for benefits under the State plan for TANF. Young adults shall include those aging out of the foster care system and runaway and/or homeless youths. Household income must not exceed 200 percent of the Federal Poverty level and (unless in receipt of public assistance), their participation in such a program must not constitute “assistance” under the Federal TANF regulations. Successful applicants will be required to certify that households served under the terms of the HIP/SHIP contract are at or below 200% of the Federal poverty level.

D. RFP CYCLE AND CONTRACT PERIODS

This RFP governs the provision of Homelessness Intervention Program/Supplemental Homelessness intervention Program (HIP/SHIP) services for an anticipated cycle starting on July 1, 2008 and ending June 30, 2013. Contract terms will be for up to five years. Contractors will be required to submit an annual work plan that will be reviewed and approved by OTDA.

E. AVAILABLE FUNDS

HIP/SHIP RFP 2007 5

For Contract Period 1 (07/01/08 – 06/30/09), depending upon the SFY 2008-2009 budget, OTDA will award an anticipated funding amount statewide for HIP and SHIP. For subsequent annual cycles, the allocation is anticipated to remain the same, but is subject to availability of appropriated funds. Award amounts for subsequent years for any individual HIP/SHIP grantee may change based on applicant performance.

OTDA encourages HIP/SHIP applicants to use other funding resources and programs in concert with HIP/SHIP funds. These resources should be fully integrated in a comprehensive service plan for the target population. Successful applicants must present explicit information on these other resources and demonstrate how the HIP/SHIP will be enhanced by these resources, and how duplication of services within the applicant’s community will be avoided.

F. DISTRIBUTION OF FUNDS

OTDA reserves the right to award funds by geographic region to reach underserved areas. The geographic distribution of funds will be considered only in the event that an underserved region is identified by OTDA. An underserved region will be determined and substantiated by OTDA with reference to the Continuum of Care, relevant statistical evidence, and other anecdotal evidence, including the lack of HIP/SHIP support service monies in a geographical region. Regional awards will be made on a competitive basis and awards will be strictly based on the overall competitive score of all contractors identified as being able to provide HIP/SHIP services in the identified underserved region. Should this situation arise and the OTDA is required to exercise this option, awards will be made sufficient to meet the underserved needs of the region without negatively impacting the overall ability of the HIP/SHIP program to provide statewide services.

G. COORDINATION WITH LOCAL SOCIAL SERVICES DISTRICTS Applicants are required to notify, in writing, the local social services district in which the project will be implemented. Applicants must indicate their willingness to cooperate with local departments of social services in their area to identify potentially eligible participants, to coordinate with other social service programs and to adhere to all state and local program requirements. A letter of support from the local service district will count for five (5) points in the evaluation of the proposal. New York City applicants must get a statement from the Department of Homeless Services attesting to non-duplication of services under NYC funding.

H. SELECTION Applications will be reviewed on a statewide basis in accordance with the scoring criteria contained in the RFP. OTDA will select contractors based on the needs of each community and the quality of the proposals that address those needs. OTDA has not pre-determined the number of contracts to be awarded in each area or in each community. However, OTDA reserves the right to compare scores with other applicants proposing services within the following three geographic areas: New York City (including all boroughs), Suburban (including

HIP/SHIP RFP 2007 6

Nassau, Suffolk, Westchester, Rockland and Putnam) and the rest of State. OTDA reserves the right to conduct site visits and solicit the opinion of other funding sources prior to making a funding decision.

Proposals will be evaluated on the following general criteria:

The responsiveness of the proposal to the RFP; Completeness of the application; Applicant’s plan to address the needs of homeless or at-risk population; Applicant’s ability to address needs of RFP priority population (see page 8 sec. B); Applicant’s demonstrated ability to maintain the population in safe, affordable, accessible

housing; Cost effectiveness of the proposal; and Past performance measures.

All proposals will be reviewed and assigned a competitive score. The following is provided as the relative weight for each component of the application package:

Target Population 15% Community 15% Agency Qualification 15% Program 20% Cost Criteria 35% Total 100%

If additional funding becomes available, OTDA reserves the right to consider proposals submitted in response to this RFP, but not funded. Updated information may be requested as deemed necessary by OTDA. OTDA reserves the right to solicit new proposals as additional funding becomes available. OTDA reserves the right not to fund any proposal or to award any contracts for this RFP.

SECTION III: PROGRAM INFORMATION A. PROGRAM BACKGROUND

During the past several years local social services districts and certified shelter operators have reported an increased use of the shelter system and other emergency housing options. Households who are being sheltered in emergency and transitional placements are

HIP/SHIP RFP 2007 7

experiencing longer stays in the system. Often, households are being placed in hotels and motels at substantial cost to local districts. Many of these households experience chronic episodes of homelessness as a consequence of their poor economic status combined with other psychosocial factors. The OTDA recognizes that overcoming these factors requires comprehensive service strategies. Specific service strategies utilized by any individual provider may vary from community to community depending on local conditions and participant circumstances. To effectively target resources and to obtain the most cost effective result, OTDA has determined that placement and retention in affordable, permanent housing and/or prevention of eviction in concert with the maintenance of affordable housing are the outcomes that OTDA will reimburse under HIP/SHIP.

OTDA is seeking prospective applicants who demonstrate that they can assist potential households to achieve these outcomes in a reasonable period of time and in a cost effective manner. B. ELIGIBLE POPULATIONS OTDA will provide funding to agencies to serve households who are homeless or are at-risk of becoming homeless. Households may consist of single individuals or families for HIP and for families under SHIP as defined under TANF guidelines (see Section II-C). OTDA has placed a priority on families and individuals who are transitioning from shelter and emergency housing (including motels and hotels used for emergency purposes) and/or who are referred by local social service districts.

C. SERVICE STRATEGY Successful applications will result in a performance-based contract in which the contractor will be paid for achieving certain goals. Applicants will not be reimbursed for line item expenses. Payments will be authorized only for the payment points described below. Please note that the schedule represents the maximum that will be made per each payment point. Applicants are encouraged to develop cost effective programs; proposals maybe evaluated on a comparative basis among proposals received. OTDA reserves the right to compare like proposals by the geographic areas of: New York City (all boroughs), Suburban (including Nassau, Suffolk, Westchester, Rockland and Putnam) and Rest of State.

D. PROPOSED UNITS OF PAYMENT

PAYMENT POINTS

MAXIMUM RATE OF REIMBURSEMENT PER

HOUSEHOLD

HIP/SHIP RFP 2007 8

Assessment/Engagement

$200

Housing Location $550

Eviction Prevention (HIP Participant Presents with Notice of Eviction)

$550

Ninety (90) Day Retention $250

One Hundred Eighty (180) Day Retention $600

Two Hundred Seventy (270) Day Retention $200

Three Hundred Sixty-five (365) Day Retention $200

E. MATCH REQUIREMENTS

Applicants must provide a 25% match toward the cost of operating the proposed program either through actual cash or in-kind expenditures for services. The applicant must provide evidence that local share matching funds will be available to support the proposed program from other sources. There are a number of ways in which this requirement can be met:

program staff funded from other sources which are not part of a match for any other

program; the value of time donated by volunteers providing support services which are not part of a

match for any other program, calculated at $5.15 per hour; equipment and supplies purchased for use as part of the program; and/or the portion of the building's operating cost which can be allocated to program space.

The following outlines what constitutes documentation, depending upon what is used as the source of matching funds: a contract with County Department of Social Services - a letter indicating contract period

and amount of per diem reimbursement and purpose of the contract; contract with other State and/or local government agency - a letter from agency indicating

contract period and amount of per diem reimbursement and purpose of the contract; private donations/contributions - a copy of bank statements noting the available balance; United Way funding - a commitment letter indicating grant amount and performance

period; volunteer hours - a listing of volunteers and roster schedule for volunteer

F. DESIRED OUTCOMES

HIP/SHIP RFP 2007 9

OTDA acknowledges that contractors invest significant effort in intake and assessment prior to enrolling or engaging a household. However, HIP/SHIP services should result in the location and/or retention of safe, affordable permanent housing. Applicants that do not demonstrate the ability to move clients into safe, affordable housing and/or to keep people in their present housing situation through eviction prevention for the period of time requested in this RFP will not be competitive.

G. PROVISION OF SUPPORTIVE SERVICES REQUIREMENTS In an effort to assist homeless or at-risk-of-homelessness households maintain housing

stability, applicants will be required to perform and/or provide at least three supportive services for/to HIP/SHIP households during every retention period. An action plan, detailing the scope of supportive services to be performed in connection with the housing need of each household will be required at the Assessment and Engagement Period. Changes in the scope of services and/or housing needs of each household should be documented at the corresponding milestone achievement period. The provision of supportive services will be required at the Ninety Day, One Hundred Eighty Day, Two Hundred Seventy Day and Three Hundred Sixty-Five Day Retention Periods.

The supportive services will be recorded and reported in connection with the online Homeless

Assistance Management System (HAMS). Payment will not be allocated, if the supportive service provisions are incomplete.

Services or referrals to be provided include, but are not limited to: Housing Court

Representation; Landlord/tenant negotiation; Benefit Advocacy; Enrollment in job training; Employment opportunities; Child care; Mental Health, Drug and alcohol abuse services; Section 8 or Public/Subsidized Housing; Mediation services; Tutorial programs; Head Start; Schools; After school care; Medical Services; Food Stamps; Crisis Intervention; Budget Counseling; Living skills training; Household budgeting; and Discharge Planning.

H. MAINTENANCE OF EFFORT

Funds acquired through this RFP must not be used to supplant or replace existing public or private funding used for ongoing activities. Applicants must clearly demonstrate that such supplanting of existing funds has not occurred.

SECTION IV. CONTRACT INFORMATION

A. REPORTS AND RECORD KEEPING

HIP/SHIP RFP 2007 10

Reports will be required on at least a quarterly basis, describing the progress of HIP/SHIP activities, certifying the number of intakes/assessments, housing placements and/or eviction prevention and housing retention achievements. A reporting system, Homeless Assistance Management System (HAMS), has been developed and requires that contractors have access to the internet. Refer to the Application package for specific, required documentation.

Contractors must ensure that books, records, documents, and other evidence associated with

the performance of the grant are maintained. The detail of these records must document services and all related data applicable to HIP/SHIP.

All records including, but not limited to, financial audits, budgets, plans/drafts, supporting

documents, statistical records, must be retained for a period of at least six (6) years following submission of the final report.

In the event that any claim, audit, litigation, or State/Federal investigation is commenced before the expiration of the aforementioned record retention period, the records must be retained by the contractor until all claims or findings regarding the records are finally resolved. OTDA or its designee shall have access to any records relevant to the project (including books, documents, photographs, correspondence, and records), for audits, examinations, transcripts, and excerpts. If OTDA determines that such records possess long-term or historic value, they must be transferred, upon request, to OTDA. Failure to provide the requested documents could result in immediate termination of the contract.

"The enacted SFY 2007-08 New York State Article VII budget bill includes new provisions requiring OTDA to provide performance and accountability data for TANF- funded programs. The information, which must be posted on OTDA's web site, will include contractors' performance data, along with allocation data such as award amounts, contract periods, program sites, locations served, and spending information. In addition, these provisions are expected to be extended to the state-funded portion of the DAP program."

B. GENERAL TERMS AND CONDITIONS

The contracts resulting from this RFP will start on or about July 1, 2008. It is anticipated that successful applicants will receive multi-year contracts for five (5) years with an allowance for termination at any time. Contracts submitted to the NYS Office of State Comptroller and the NYS Office of the Attorney General, will include the maximum amount of the award for the entire 5 year period. Material changes to the total amount of the contract and/or the total mix of approved payments points may require formal review and approval by the NYS OSC.

If additional funding becomes available, OTDA reserves the right to consider proposals in response to this RFP, but not funded at this time. Updated information will be requested as deemed necessary by OTDA. OTDA also reserves the right to solicit and accept new proposals, as funding becomes available. Contractors shall provide OTDA or its designee access to program sites and records during the course of the project. Failure to do so may result in prompt termination of the contract.


The terms and conditions for all funded projects are specified in a detailed contract which must be signed by OTDA and approved by the NYS Office of the State Comptroller and the NYS Office of the Attorney General before any work is begun or payments are made. Successful applicants will be sent the complete standard contract for execution. Anyone not familiar with this set of conditions, or those who would like to review the contract language before award notifications are made, may request a copy of the detailed contract by contacting the Services Program Unit, HIP/SHIP Coordinator, 40 North Pearl Street, 10B, Albany, NY 12243. Applicants are encouraged to review a copy of the contract before submitting an application. The AGREEMENT section of the application pages provides a summary of the basic provisions of the contract.

It is the policy of OTDA to encourage the employment of qualified applicants/recipients of public assistance by both public organizations and private enterprises that are under contractual agreement to OTDA for provision of goods and services. OTDA may require the Contractor to demonstrate how the Contractor has complied or will comply with the aforesaid policy.

Contractors will be required to provide periodic data reporting to OTDA. If a selected Contractor expends $500,000 or more in Federal funds during any one fiscal year, the Contractor will be subject to the Audit Requirements and provisions of OMB Circulars: A-110; A-122, A-133; and, all other audit requirements determined applicable by the OTDA. Appendix A1 of the Contract document reviews specific audit requirements. The cost of audits made in accordance with these requirements are allowable charges to the Contract, charges may be considered a direct cost or an allocated indirect cost, as determined in accordance with the provisions of applicable OMB cost principles circulars.

C. PAYMENT Once a contract has been approved by the State Attorney General and the Office of the State

Comptroller, OTDA may advance up to twenty-five (25%) of the annual contract budget period amount, if deemed to be appropriate by OTDA.

Contracts will be written to include a period at the end of the contract which will enable a

contractor to claim payment points which began prior to the end of the formal 5 year term of the contract.

D. EQUAL EMPLOYMENT OPPORTUNITY OTDA is in full accord with the aims and effort of the State of New York to promote equal

opportunity for all persons and to promote equality of economic opportunity for minority group members and women who own business enterprises, and to ensure there are no barriers, through active programs, that unreasonably impair access by Minority and Women-Owned Business Enterprises (M/WBE) to State contracting opportunities.


Prospective Offerors to this RFP are subject to the provisions of Article 15-A of the Executive Law and regulations issued thereunder.

1. Contractors and subcontractors shall undertake or continue existing programs of

affirmative action to ensure that minority group members and women are afforded equal employment opportunities without discrimination because of race, creed, color, national origin, gender, age, disability or marital status. For these purposes, affirmative action shall apply in the areas of recruitment, employment, job assignment, promotion, upgradings, demotion, transfer, layoff, or termination and rates of pay or other forms of compensation.

2. Prior to the award of a State contract, the Contractor shall submit an Equal

Employment Opportunity (EEO) Policy Statement to the contracting agency within the time frame established by that agency.

3. The Contractor’s EEO Policy Statement shall contain, but not necessarily be limited

to, and the Contractor, as a precondition to entering into a valid and binding State contract, shall, during the performance o the State contract, agree to the following:

(a) The contractor will not discriminate against any employee or applicant for

employment because of race, creed, color, national origin, gender, age, disability or marital status, will undertake or continue existing programs of affirmative action to ensure that minority group members and women are afforded equal employment opportunities without discrimination, and shall make and document its conscientious and active efforts to employ and utilize minority group members and women in its workforce on the State contract.

(b) The Contractor shall state in all solicitations or advertisements for employees

that, in the performance of the State contract, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, national origin, gender, age, disability or marital status.

(c ) At the request of the contacting agency, the Contractor shall request each

employment agency, labor union, or authorized representative of worker with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, labor union, or representative will not discriminate on the basis of race, creed, color, national origin, gender, age, disability or marital status and that such agency, union or representative will affirmatively cooperate in the implementation of the Contractor’s obligations herein.

4. Except for construction contracts, prior to an award of a State contract, the Contractor

shall submit to the contracting agency a staffing plan of the anticipated workforce to be utilized on the State contract or, where required, information on the Contractor’s total workforce, including apprentices, broken down by specified ethnic background, gender, and Federal Occupational Categories or other appropriate categories


specified by the contracting agency. The form of the staffing plan shall be supplied by the contracting agency.

5. After an award of a State contract, the Contractor shall submit to the contracting

agency a workforce utilization report, in a form and manner required by the agency, of the workforce actually utilized on the State contract, broken down by specified ethnic background, gender, and Federal Occupational Categories or other appropriate categories specified by the contracting agency.

It is the Agency’s policy to require Offerors to submit, as part of their proposal, a staffing plan

using the form for that purpose attached hereto. In addition, Offerors are also required to submit, within their proposals, a section describing how the Offeror proposes to identify and utilize M/WBE’s with which it may subcontract or from which it may obtain supplies (and or equipment, commodities, etc.) for this offering as well as the dollar amount, if known, of any such subcontract or purchase.

Offerors are also required to complete both the Subcontracting Utilization Form found in Section IV, for themselves and the Offerors Identification Form, which can be found in Section IV. for themselves and any subcontractors or vendors they plan to use.

The items contained in this paragraph are considered to be requirements of all Offerors and may be evaluated by the respective evaluation review committees. For purposes of this procurement, the combined goals for subcontracting/purchasing with Minority and Women-Owned businesses are 13%.

The Agency goal for employment of protected class individuals is 13% of the total dollars expended from any contract for personnel of consultants.

The definitions of Minority and Women – Owned Business Enterprises also can be found in Appendix E of the Directory of Certified Businesses, prepared by the Governor’s Office of Minority and Women’s Business Development, for use by contractors in complying with the provisions of Executive Law, Article 15-A, and the regulations required pursuant to said Law, will be provided for inspection at the Bureau of Equal Opportunity Development.

In order to assist prospective Offerors in their attempts to demonstrate effective affirmative action efforts, the Agency suggests Offerors consider any or all of the following steps while developing their responses to this RFP:

1. Contact all known M/WBEs that may appropriately serve as a subcontractor(s) or a vendor(s) under the contract.

2. Keep a “contact” list of M/WBEs contacted for this particular RFP along with the name

of your contact and the result of the contact(s).

3. Use the M/WBEs contacted as a possible resource for additional contacts.


In the event your firm did not obtain the desired results from steps 1-3 above, the Agency suggests that prospective Offerors consider these additional steps (and keep a contact record of the same):

4. Contact area Minority Business Associations, Contractors Associations, Purchase Councils or Professional Organizations serving the area in which the contract will be performed.

5. Contact the New York State Department of Economic Development at (518) 292-5100

or Web Site www.empire.state.ny.us for assistance.

6. Contact the Office of Temporary and Disability Assistance Program Development at (518) 473-8555 in Albany or at (212) 383-1719 in New York City for assistance.

7. Contact area community-based organizations that serve the minority community and

local elected, appointed, religious or other acknowledged leaders who also may serve as resources.

The above-noted provisions are set forth to aid prospective Offerors who may require assistance in their attempt to comply with Office of Temporary and Disability Assistance EEO initiatives. However, prospective Offerors are at liberty to propose a course of action of their own that is reasonable and accomplishes the aim of the aforementioned provisions.


http://www.empire.state.ny.us/


HOMELESSNESS /SUPPLEMENTAL HOMELESSNESS

INTERVENTION PROGRAM

APPLICATION PACKAGE This application package is designed to obtain a comprehensive description of the needs of homeless and the at-risk of homelessness population. You should present your program information using your own format. Answers should not be presented in a question and answer format. However applicants should be sure to answer questions asked within a comprehensive narrative. Failure to address the questions completely will adversely effect the competitiveness of your application.


NEW YORK STATE OFFICE OF TEMPORARY AND DISABILITY ASSISTANCE HOMELESSNESS / SUPPLEMENTAL HOMELESSNESS INTERVENTION PROGRAM

APPLICATION

TABLE OF CONTENTS

PAGE

Section I Application For Homelessness / Supplemental Homelessness Intervention Program Funds

18-19

Section II Need

Program Narrative 19

A. Target Population 19

B. Community 19

C. Agency Qualifications 20

D. Program 20

E. Staffing Plan 21

Section III

Cost Criteria

A. Units of Payment 22

B. Definitions 23

C. Advances 23

D. Payment Point Definitions and Documentation 24-29

Section IV

Board of Directors Profile 30

Funding Agency Contract Information Form 31

Organizational Status 32-33

Directions for Completing Contract/Subcontractor Questionnaire

34

Contract/Subcontractor Questionnaire 35-38

Agreement Program Cost Analysis

39 40-41

Supporting Documentation 42


Section I.

APPLICATION FOR HOMELESSNESS /SUPPLEMENTAL HOMELESSNESS INTERVENTION PROGRAM FUNDS

Total Award amount requested $__________

# housed 180 days ___________

% HIP funds requested _________ % SHIP funds requested ___________ (Percentage for HIP and SHIP funds must equal 100%)

Applicant: Federal Employer Identification Number: State Registered Charitable Organization Number: Street Address/P.O. Box: County: City: Zip Code: Agency Contact: Title: Telephone Number (Include Area Code): Fax Number: E-mail Address: Designated Program Contact: Title: Telephone Number (Include Area Code): Fax Number: E-mail Address: Community District(s) in which services will be provided: NYC only Federal Congressional District(s): State Assembly District(s): State Senate District(s):


Please provide a brief summary of your proposal. Include number of proposed intakes/assessments, number of housing placements and/or evictions prevented and projected number of those who will retain housing for 90, 180, 270 and 365 days. Please list the amount of funds requested and the percentage of the award proposed for HIP and/or SHIP. The percentage of funds requested for HIP and/or SHIP may be adjusted by OTDA depending on the description of the population served as described in your application and the availability of program funds. OTDA will discuss any proposed changes in funding streams prior to award announcements. Section II. Need PROGRAM NARRATIVE (using your own format – 8 page limit) Please provide us with a comprehensive, narrative explanation of your proposed program. The questions below should not be addressed in a question and answer format. However, the narrative should address each of the items in sequence. It is expected that applicants will present detailed information about the households to be served, the communities in which they live, and the needs of the household and how these needs will be met. A. TARGET POPULATION: Describe the characteristics of the household. Include the following

information: 1. Is the population presently homeless or at risk? 2. Is this a priority population (see page 8 of the RFP)? Describe. 3. What are the special needs of this population? 4. What are the unique circumstances that this population faces? 5. From where will referrals to the proposed program come? 6. How will you identify households for service? 7. What resources and service dollars (aside from HIP/SHIP) are available to respond to household needs?

B. COMMUNITY: Describe the community in which the services will be delivered. Your

description should include the following information:

1. Describe the availability of safe, affordable housing. Specifically identify the sources. 2. Describe the most prevalent reasons for loss of housing. 3. Describe the barriers that the population must overcome to obtain and retain permanent

affordable housing. 4. What other community agencies provide relevant services and how do you propose to

work with them? 5. Describe the local employment situation and assess the employment prospects for your

target population. 6. Describe how your proposal will enhance existing services or create new services where

none exist.


C. AGENCY QUALIFICATIONS: Describe your agency and how the proposed program will

be operated. Your description should address the following:

1. Describe the agency’s experience in providing services to homeless and at risk populations.

2. Tell us how many TANF and Safety Net households you presently serve. 3. Describe how you will utilize your current expertise and capacity to implement services

under this program. 4. Are there other programs or services that your organization operates? How will these

programs be used to enhance the effectiveness of your proposed program? 5. Describe qualifications of current staff to carry out activities under the proposed program.

Include position descriptions and minimum qualifications for proposed new staff. 6. Describe how delivery of services will be supervised to ensure that results are achieved

and properly documented (see required documentation, (page 24-29) of the Application Package).

7. Describe your organization’s working relationships with other local agencies. What specific resources will participants gain through these relationships?

8. Describe the role of your organization’s Board of Directors in the operation of this program.

D. PROGRAM: Describe the methodology that you propose to use to achieve the required HIP/SHIP outcomes. Include in your description the following:

1. Describe the roles and responsibilities of direct service HIP/SHIP staff. 2. Describe service approaches you will use to achieve housing retention. 3. Describe your working relationship with the local social service district. 4. Describe your agency’s access to the affordable, permanent housing market. 5. Describe the specific resources (other than HIP/SHIP) that your agency will use to

maintain households in housing.

Please complete the staffing chart located on page 21. Please include all staff that will participate in HIP/SHIP.


E. STAFFING PLAN

Names and Title

Responsibilities

Qualifications

Title of Supervisor

% of time on the

Project

Please provide a description of your HIP/SHIP staffing plan. Discuss job descriptions, qualifications and bilingual capacity.


Section III. COST CRITERIA A. UNITS OF PAYMENT

Applicants are not required to address each payment point. However, an application can include one or more of the following: Housing Location and/or Eviction Prevention Services. The target population should be different for each. Each selection should be submitted as a separate Payment Schedule. All proposals must address “Assessment/Engagement” and “Housing Retention” to be competitive.

Proposed Payment Schedule

PAYMENT POINTS

HIP % SHIP %

TOTAL DOLLARS

% OF TOTAL RATE per HOUSEHOLD

NUMBER

OF HOUSE- HOLDS

RATE PER

HOUSE-HOLD

Assessment/Engagement $

%

$

Housing Location $

%

$

Eviction Prevention (HIP Participant Presents with Notice of Eviction)

$

%

$

Ninety (90) Day Retention $

%

$

One Hundred Eighty (180) Day Retention

$

%

$

Two Hundred Seventy (270) Day Retention

$

%

$

Three Hundred Sixty-five (365) Day Retention

$

%

$

TOTAL BUDGET AMOUNT

$

100 %

$


B. DEFINITIONS: Payment Points Means the milestone under which payment

will be received.

Total Dollars Means dollars available under each payment Point category, adding up to the Total Budget Amount. % of Rate per Household Means the percentage of Rate per Household for

each payment point. Calculate by dividing the rate per household for each payment point by the Total rate per household

Number of Households Means the number of outcomes to be achieved for each payment point

Rate Per Household Means the Total dollars divided by the number of households served within the

payment point. * Please note that the number of households achieving the 180 Day Retention points must be no less than 50% of the number of Assessment/Engagement payment points requested. For example: if you are requesting 200 Assessments, your 180 Day Retentions must be at least 100.

Competitive applications will be those that demonstrate the ability to transition and maintain households into permanent housing. OTDA recognizes that it will be necessary to assess a larger number of clients than will actually be housed. Payment of up to 15% of the total budget will be made for that effort. However, a competitive proposal will demonstrate the ability of your organization to assist households to find and/or remain in safe, affordable permanent housing.

C. ADVANCES: Annually, once the contract/renewal contract has been executed, a twenty-five

(25) percent advance may be requested. Annual advances will be recouped quarterly at twenty-five (25) percent of the advance award amount. Agencies should review their proposal to ensure that numbers of households reaching payment points will ensure both recoupment and ongoing agency activities.


D. Payment Point Definitions, Allowable Activities and Documentation Requirements

PAYMENT POINT DEFINITION ACCEPTABLE DOCUMENTATION

Assessment/Engagement It is anticipated that all applicants will submit applications for assessment/ engagement. OTDA recognizes that a portion of clients that are assessed or engaged will not be appropriate for HIP/SHIP. However, the goal of OTDA HIP/SHIP is to keep households in housing. Proposals will be evaluated accordingly.

Assessment/Engagement is the process by which a household is identified and includes: Potential household resources; Relevant household needs: economic, legal, psychosocial, housing appropriate referrals and follow up; and development and implementation of an action plan. Household means a single individual (not a subset of a family) or a family who is at-risk of homelessness or who are homeless. At-risk households mean those households who are in imminent danger of losing their present housing situation. Doubled–up means households who are doubled up and not primary tenants. Households in this category are not eligible for services under this RFP unless issues of safety or imminent homelessness can be documented. Homeless households means those individuals and/or families that are living on the street, in a shelter or emergency unit and/or referred by the local social service district as needing housing.

A roster of assessed/ engaged clients which should include the following: Client status-(homeless or at-risk), Client Social Security number , and Social Security numbers of family members (children under 2 years can be issued a temporary number until SS# is obtained) referral source, eligibility determination criteria including financial status, and an action plan.

The comment section should include action taken and if housed or an eviction is prevented, the address of the unit should be submitted. It is recognized that this section will be updated as households move through the system.



Housing Location Providers should document their ability to access safe, affordable, accessible housing. Applicants must have a cohort of available rental units as well as ongoing linkages with community landlords. Handing a client the real estate section of the local paper is not sufficient.

Housing location is the process by which the applicant with direct staff assistance assists the household to locate and move into safe, affordable permanent housing. Housing location is not a requirement of all applicants. Applicants are not required to provide services under this payment point. Applicants should choose those performance points that best represent the type of services for which they have documented a need. Assistance can include but is not limited to the following: Housing search; Landlord/tenant negotiations that result in a lease or agreement; Assistance with funds for security or the negotiation of a security agreement; Assistance with receipt of housing subsidy and or the filing for subsidy; Assistance to locate furniture; Assistance with move-in; and Assistance with utility hookups. Units must, at a minimum, meet Section 8 housing quality standards. Alternative housing such as a licensed facility and/or therapeutic setting is an appropriate placement. However, these

These documents must be must be maintained on file. Copies of leases and/or direct vendor payment . Updated client roster of those assessed/engaged to include permanent housing address Three supportive services must be documented for payment to be received.


placements should be the exception rather than the rule. Proposals that indicate therapeutic type facilities, as the only housing location plan will not be competitive. Enrollment documentation must be submitted.



Eviction Prevention (Household presents a notice of eviction) For the purpose of this RFP, HIP/SHIP will provide eviction prevention funding only for those households who present an eviction notice and/or can document landlord harassment, utility shut-off or who are not receiving appropriate benefits and who need assistance to meet eligibility requirements Applicant’s staff must be available (not on call) for hours other than the traditional work hours of 9-5. No litigation funded under this program shall be brought against the NYSOTDA or against the Contractor. As used herein and elsewhere in this RFP, the term “litigation” shall include commencing or threatening to commence a law suit, joining, or threatening to join, as a party to ongoing litigation, or requesting any relief from eligible above-mentioned agency based upon any agreement between such agency in litigation with another party, and such party during the pendency of the litigation.

Eviction prevention is designed to address those households who are in immediate danger of being evicted from their homes. To qualify for funding under this payment point, the household must have received an eviction notice or utility shut-off notice. Services or referrals to be provided can include, but are not limited to: Housing court representation; landlord/tenant mediation; emergency assistance to pay rent arrears and/or utility bills; benefit advocacy; resolution of code violations; maintaining building after landlord abandonment; and prevention of illegal eviction; and legal assistance to prevent homelessness. Payment will be made for a prevented eviction and documented proof that the household is not in danger of facing subsequent problems. Appropriate referrals and applicant’s own services should be provided to eliminate the at-risk status of the household. If an eviction is NOT prevented the applicant must be prepared to successfully transition the household to appropriate housing and services to eliminate the at-risk status.

A client list that includes: Social Security number and social security number of all household members (children under 2 years can be issued a temporary number until SS# is obtained). referral source, address of household and; eviction notice or utility shut-off notice. (If appropriate) Referral source and documented new address. For cases in which an eviction was prevented and the client remains in the housing unit, the following should be maintained on file: Client roster, Lease or deed, Documentation that the client has been referred for follow up assistance or documentation that the applicant will provide ongoing assistance (action plan). Three supportive services must be documented for payment to be received.


PAYMENT POINT DEFINITION ACCEPTABLE

DOCUMENTATION Ninety Day (90) Retention An applicant must be directly involved with the household to receive reimbursement for this payment point. The household must be on the client roster. It is anticipated that the household will have an increased ability to maintain the housing unit because of your agency’s service provision. Applicant’s staff must be available (not on call) for hours other than the traditional work hours of 9-5.

Ninety day retention means that a household that has either been relocated by your agency or had an eviction prevented by your agency and is on the assessment/ engagement list has remained in the original housing unit. Services and referrals to be provided can include, but are not limited to: Housing court representation; Landlord/tenant mediation; Emergency assistance to pay rent arrears and/or utility bills; Benefit advocacy; Resolution of code violations; Maintaining building after landlord abandonment; Prevention of illegal eviction; Enrollment in job training; Employment opportunity referrals; Child care; Mental health services; Drug and alcohol abuse services; Mediation services; Tutorial programs; Head start; schools; Education tutorial programs; After school care; Medical services; Food stamps; Child Health Plus; and Crisis intervention

Ongoing update of the client roster as well as: Leases; Documentation of direct vendor payment; Copies of utility bills; Documentation of referrals to appropriate services; Documentation of employment activities; Subsidy information Three supportive services must be documented for payment to be received.


PAYMENT POINT DEFINITION ACCEPTABLE

DOCUMENTATION One Hundred Eighty (180) Day Two Hundred Seventy (270) Day Retention Three Hundred Sixty-five (365) Day Retention An applicant must be directly involved with the household to receive reimbursement for this payment point. The household must be on the client roster. It is anticipated that the household will have an increased ability to maintain the housing unit because of your agency’s service provision. It is anticipated that less time will be needed as households maintain their housing unit and move along toward self-sufficiency. Applicant’s staff must be available (not on call) for hours other than the traditional work hours of 9-5.

180-day, 270-day and 365-day retention means that a household that has either been relocated by your agency or had an eviction prevented by your agency and is on the assessment/ engagement list has remained in the original housing unit for that length of time. Service and referrals to be provided can include, but are not limited to: Housing court representation; Landlord/tenant mediation; Emergency assistance to pay rent arrears and/or utility bills; Benefit advocacy; Resolution of code violations; Maintaining building after landlord abandonment; Prevention of illegal eviction; Enrollment in job training; Employment opportunity referrals; Child care; Mental health services; Drug and alcohol abuse services; Mediation services; Tutorial programs; Head start; schools; Education tutorial programs; After school care; Medical services; Food stamps Child Health Plus; and Crisis intervention

Ongoing update of the client roster as well as: Leases; Documentation of direct vendor payment; Copies of utility bills; Documentation of referrals to appropriate services; Documentation of employment activities; Subsidy information Three supportive services must be documented for payment to be received.


Section IV. AGENCY

BOARD OF DIRECTOR’S PROFILE

NAME AND ADDRESS

CURRENT OCCUPATION

LENGTH OF BOARD SERVICE

and POSITION ON BOARD


SECTION IV: AGENCY

FUNDING AGENCY CONTACT INFORMATION FORM List all sources of agency funding received during the last three-year period from Federal, State, county or other local government. Please include the applicable contract manager(s) as a reference(s).

Name of Funding

Source

Funding Source Representative

(Individual Name and Phone Number)

Purpose of Funding

Time Period of

Funding

Funding Amount


Section IV: AGENCY

ORGANIZATIONAL STATUS (For Reporting Purposes)

Please identify all of the items below that apply to your organization. Definitions are as follows:

YES NO LOCAL DEPARTMENT OF SOCIAL SERVICES YES NO NOT-FOR-PROFIT ORGANIZATION

To meet the definition of a Not-for-Profit Organization, an organization must be incorporated as a not-for-profit corporation or religious corporation or public agency under the laws of this state or provide care and services in this state and have been granted federal tax exempt status.

YES NO MINORITY ORGANIZATION

A Minority Organization is characterized by majority representation of American Indians, Asian Americans, Blacks and/or Hispanics in both policy formulation and decision making regarding management, service delivery and staffing reflective of the catchment area it serves. Identify type as appropriate:

YES NO WOMAN-OWNED ORGANIZATION

If Minority Organization, please check one of the following:

Hispanic persons of Mexican, Puerto Rican, Dominican, Cuban, Central or South American of either Indian or Hispanic origin, regardless of race; Black persons having origins in any of the black African racial groups not of Hispanic origin;


Asian and Pacific islander persons having origins in any of the Far East, southeast Asia, the Indian subcontinent or the Pacific Islands; and American Indian or Alaskan Native persons having origins in any of the original peoples of North America and maintaining identifiable tribal affiliations through membership and participation of community identification.


Section IV. AGENCY

Directions for the CONTRACTOR/SUBCONTRACTOR BACKGROUND QUESTIONNAIRE For purposes of this document, you, as the applicant, are the CONTRACTOR and must complete and sign this form. In addition, if you are subcontracting with another organization to implement HIP/SHIP and they will be reimbursed by and reporting to your organization for a sum of $10,000 or more, this form must be completed by that organization.


Section IV. AGENCY (ALL APPLICANTS and Sub-Contractors MUST COMPLETE)

NEW YORK STATE OFFICE OF TEMPORARY AND DISABILITY ASSISTANCE

CONTRACTOR/SUBCONTRACTOR BACKGROUND

QUESTIONNAIRE

General Information Federal Identification Number: ________________________________________ Name of Firm: _______________________________________________________ Mailing Address: ________________________________________________________________ Actual Location: ______________________________________________________ City: ________________________State: _______________Zip code: ______________ Fax Number: ( ) __________________Telephone Number: ( ) __________________

Background Questionnaire The following section must be fully completed by the Bidder or bid will be deemed non-responsive. Where appropriate, provide additional details using space provided or by inserting additional sheets following this part. Any proposed subcontractor must also complete this form if the value of that subcontract will be in excess of $10,000. 1a. If you, the bidder, are a natural person, are you a New York State resident? 1b. If you are a corporation, are you a New York State corporation? 1c. Are you registered with the New York State Department of State (DOS) to do business in New York State? If no, you will be required to comply with the New York State Department of State guidelines for doing business in New York State before you will be eligible for a Contract award. Do you agree to these conditions?

_______ NO _______ YES _______ NO _______ YES _______ NO _______ YES _______NO _______ YES

2. How many years has the bidder been in business?

________ Years


3a. Are you a certified minority owned business enterprise, certified by the NYS Department of Economic Development? (Your company is eligible to be certified if it is at least 51% owned and controlled by minority group members (i.e. Black, Hispanic, Asian, Pacific Islander, American Indian or Alaskan Native)? 3b. Are you a woman owned business enterprise, certified by the NYS Department of Economic Development? (Your company is eligible to be certified if it is at least 51% owned and controlled by women)

_______NO _______ YES ______NO _______ YES

4. How many people are employed by the bidder?

________ Employees

5. Total number of people employed by the bidder:

∗ Within New York State? ∗ Outside of New York State? ∗ Outside of United States?

___________ ___________ ___________

6. Is the bidder independently owned and operated?

_______ NO _______ YES (If no, provide details)

7. List and describe any liquidated damages assessed, and/or liens or claims over $25,000 filed against the bidder and remaining undischarged or unsatisfied for more than 90 days, on any contracts within the past five years.

______NO _______YES ______N/A

8. Within the past five years has the bidder, any affiliate, any predecessor company or entity, any owner of 5.0% or more of the bidder’s equity, or any director, officer, partner, or employee, or other agent of the bidder who either routinely or frequently acts for the bidder, or has acted for the bidder at any time in conjunction with the pending contract, or any similar contract with New York State, been the subject of: a) A judgment of conviction for any business-related conducts constituting a crime under

state or federal law? b) A currently pending indictment for any business-related conducts constituting a crime

under state or federal law? c) A grant of immunity for any business-related conducts constituting a crime under a

state or federal law? d) A federal suspension or debarment, New York rejection of any bid or disapproval of

any proposed subcontract for lack of responsibility, denial or revocation of pre-qualification in any state, or a voluntary exclusion agreement?

e) A civil or criminal investigation of the New York State Ethics Commission involving a

violation(s) of Section 73 and/or Section 74 of the Public Officer’s Law? f) Any bankruptcy proceeding? g) Any suspension or revocation of any business or professional license? h) Anyone whose license to provide health care services under investigation, citation,

suspension (including suspension stayed on compliance with compulsory terms) and/or conviction by any State licensing authority for reasons bearing on professional competence, professional conduct, or financial integrity?

i) Any failure to notify the OTDA of any investigation, citation, suspension (including

suspension stayed on compliance with compulsory terms) and/or conviction by a State agency of a matter within its jurisdiction?

Check any that apply. If “yes”, describe using additional pages if necessary) ______ NO _______ YES ______ NO ________ YES _____ NO _______ YES ______ NO _______ YES ______ NO _______ YES _______ NO _______ YES _______ NO ________ YES _______NO _________YES

_______NO _________YES


j) Any citations, Notices, violation orders, pending administrative hearings or proceedings

or determinations for violations of:

∗ federal, state or local health laws, rules or regulations; ∗ unemployment insurance or workers compensation coverage or claim

requirements; ∗ ERISA (Employee Retirement Income Security ACT); ∗ federal, state or local human rights laws; or, ∗ federal, state security laws?

k) A grant of immunity for any business-related conducts constituting a crime under a state or federal law?

l) Any federal determination of a violation of any labor law or regulation, or any OSHA

serious violation? Was violation willful? m) Any state determination of a violation of any labor law or regulation? n) Any state determination of a Public work violation? Was violation deemed willful? o) A revocation of MBE or WBE certification? p) A rejection of a low bid on a state contract for failure to meet statutory affirmative

action or MWBE requirements? q) A consent order with the NYS Department of Environmental Conservation, or a federal

or state enforcement determination involving a construction-related violation of federal or state environmental laws?

______ NO ________ YES ______ NO ________ YES ______ NO ________ YES ______ NO ________ YES ______ NO ________ YES ______ NO ________ YES ______ NO ________ YES ______ NO ________ YES ______ NO ________ YES ______ NO ________ YES

9. Does your company retain partnership or reciprocal agreements with hardware and/or software companies, or with associated manufacturers in this industry?

______ NO _______ YES

10. Does the bidder hold any current contracts with the State of New York, its departments or political subdivisions, valued in excess of $100,000?

______ NO _______ YES (If yes, provide details)

11. Does the bidder hold any current contracts with governmental entities outside of New York State, valued in excess of $100,000:

______ NO _______ YES (If yes, provide details)

12. Your firm is responsible for providing worker’s compensation insurance pursuant to state law. The State has the option to require proof of current worker’s compensation insurance or proof of exemption if applicable. Do you comply with this requirement?

______ NO _______ YES


13. Your firm is responsible for providing disability insurance pursuant to state law. The State has the option to require proof of current worker’s compensation insurance or proof of exemption if applicable. Do you comply with this requirement?

_______ NO _______ YES

14. Does your firm employ any non-U.S. citizens or resident legal aliens?

_______ NO _______ YES

15. If yes, are the forms on file and available for inspection?

_______ NO _______ YES

CERTIFICATION The undersigned: 1) recognizes that this questionnaire is submitted for the express purpose of inducing the New York State Office of Temporary of Disability Assistance to award a contract or approve a subcontract; 2) acknowledges that the Office may in its discretion, by means which it may choose, determine the truth and accuracy of all statements made herein; 3) acknowledges that intentional submission of false or misleading information may constitute a felony under Penal Law 210.40 or a misdemeanor under Penal Law 210.35 or 210.45, and may also be punishable by a fine of up to $10,000 or imprisonment of up to five years under 18 U.S.C. 1001; 4) states that the information submitted in this questionnaire and any attached pages is true, accurate and complete; and, 5) acknowledges that submission of false or misleading information will constitute grounds for the Office to terminate its contract (or revoke its approval of a subcontract) with the undersigned or the organization of which s/he is an officer.

Authorized Signature: Name: Title: Date: Revised June 2002


Section IV: AGENCY

AGREEMENT

It is understood and agreed to by the applicant that (1) This RFP does not commit the New York State Office of Temporary and Disability Assistance (OTDA) to award any contracts, pay the costs incurred in the preparation of response to this RFP, or to procure or contract services. (2) OTDA reserves the right to amend, modify or withdraw this RFP and to reject any proposals submitted, and may exercise such right at any time and without notice and without liability to any offeror or other parties for their expenses incurred in the preparation of a proposal or otherwise. Proposals will be prepared at the sole cost and expense of the offeror. (3) OTDA reserves the right to accept or reject any or all proposals that do not completely conform to the instructions given in the RFP, including time frames for submission thereof. (4) Submission of a proposal will be deemed to be the consent of the applicant to any inquiry made by OTDA of third parties with regard to the applicant's experience or other matters deemed by OTDA relevant to the proposal. (5) Funds granted for this project will be used only for the conduct of the project as approved. (6) The contract may be terminated in whole, or in part, by OTDA. Such termination shall not affect obligations incurred under the contract prior to the effective date of such termination. (7) When funds are advanced any unexpended balance or funds unaccounted for at the end of the approved period must be returned. (8) Any significant revision of the approved project proposal must be requested in writing by the contractor prior to enactment of the change. (9) Progress reports must be submitted as required by OTDA. The final program and financial reports must be submitted within a specified time period after the project terminates. Necessary records and accounts including financial and property controls will be maintained and made available to OTDA for audit purposes. (10) All reports of investigations, studies, and publications made as a result of this proposal must acknowledge the support provided by OTDA. (11) All personal information concerning individuals served or studies conducted under the project are confidential and such information may not be disclosed to unauthorized persons, corporations, or agencies. (12) OTDA reserves a royalty free non-exclusive license to use and to authorize others to use all copyrighted material resulting from this project. (13) Successful applicants will be subject to the State's prompt contracting law. (14) Selected contractors agree to be bound by the Affirmative Action/Equal Opportunities anti-discrimination provisions as more fully set forth in Section IV.(D) Equal Employment Opportunity. (15) The State will not be liable for payments pursuant to any contract, grant or agreement made pursuant to an appropriation account of this fund if insufficient monies are available for transfer to such account of this fund after required transfers pursuant to §899-d (3) of the State Finance Law. OTDA reserves the right, if funds become available, to make additional awards based on the remaining proposals submitted to this RFP, in lieu of releasing a new RFP, if deemed to be in the best interest of the State. OTDA anticipates making an award to administer projects for 12 months. Projects may be renewed for additional periods depending on continued need for the services, achievement of anticipated outcomes, continued availability of funding and at the sole discretion of OTDA. For those applicants selected as a result of this Request for Proposals (RFP), subsequent year's funding may be at a decreased level.

The applicant certifies that to the best of his/her knowledge and belief the information in this application is true and correct, and that he/she will comply with the above agreement if the grant is received.

(Signature of official authorized to sign for applicant) (Date)

(Typed name and title)


Program Cost Analysis

A cost analysis of program costs is a required submission with this application. Attached is a sample copy that you may use or, if you have an agency cost study that details the program costs, you may submit that. The attached cost analysis is a simplified document. Under line 1 Personnel you would insert the total salaries costs in column 1 for the HIP/SHIP program salaries, in column 2 the salaries for all other programs, column 3 is the total of all salaries for direct program activity, column 4 are salaries for administrative activities and column 5 is the agency total personnel cost by adding the program sub-total and the administrative salaries. All other cost should be broken out likewise. The % of administrative costs per program is calculated by dividing the program sub-total by the program cost and using that % of the administration cost. The total program cost plus the % Administration charge-back = the total program cost. If there is any direct income associated with the HIP/SHIP program (i.e.: grants for security deposits, client reimbursement of rental assistance payment, in-kind services and/or match dollars) they should be listed under program income and should be subtracted from the total program cost. This will give you the dollars required for this program. This worksheet was done in excel. Anyone wishing to have this workbook please e-mail [email protected] and this document will be forwarded to you. This document, as well as the RFP and all related documents, will also be posted on the OTDA internet


mailto:[email protected]

Program Cost Analysis Contractor: ID#:

Program Costs

Other Programs Sub-Total Administration

Agency Total

Personnel Fringe Sub-Total PS Consultants Travel Equipment Supplies Contractual Other (define) Rent Insurance Maintenance Water & Sewer Training Adv & Publications Miscellaneous Total OTPS Total

% Admin. Chg Percentage Admin

Total Prog Cost Program Income Total Prog Income Prog $ Required


Please include the following in the application submission. You may submit one copy of each. A copy of the agency’s Certification of Incorporation A bound copy of the agency’s most recent audited financial statements. Recent means statements that have been audited within the last 12 months. If your agency receives federal funds, please include a copy of these statements (A-133) with the submission A letter of support from the local social service district. An agency cost analysis (you may provide a cost analysis using your agency’s format or use the sample form provided in this application). All not-for-profits must have up to date information on file in the Attorney General’s Office. Please check to make sure your NYS Charities Registration number is correct and that all required reporting is up to date. If you are a successful awardee and you’re reports are not current it will delay the execution of your contract


Documents

REQUEST FOR PROPOSALS - HUD Exchange€¦ · Release Date of the Request for Proposals December 2007 Proposal Due Date February 4, 2008 Anticipated Contract Start July 1, 2008 Questions