Emergency Shelter Grant _ESG_

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            May 28, 2009

       PROGRAM YEAR 2008
City of Arlington PY2008 Request for Proposals
Homelessness Prevention and Rapid Re-Housing Program (HPRP)


What is HPRP?
The Homelessness Prevention and Rapid Re-Housing Program was authorized by the American
Recovery and Reinvestment Act of 2009 to help families with housing stabilization during the
current economic crisis. HPRP will provide homelessness prevention assistance to households
who would become homeless but for this resource, and rapid re-housing assistance for individuals
and families who are currently homeless.

HPRP is administered by the U.S. Department of Housing and Urban Development (HUD).
Additional details and resources may be found at

Objectives for Homeless Programs
The City of Arlington Homelessness Prevention and Rapid Re-housing Program will be consistent
with the goals and objectives outlined in the Consolidated Plan and the 10-Year Plan to End
Chronic Homelessness. The City’s Consolidated Plan lists the following objectives for homeless
     Support for local homeless shelters
      Funding for case management and support services
      Maintenance of transitional and permanent housing
      Outreach and referral to housing-first programs for chronically homeless individuals
      Homeless prevention services for individuals and families
      Technical support for homeless providers applying for additional funding resources

The City’s 10-Year Plan to End Chronic Homelessness states the following goals:
      Ending chronic homelessness
      Decrease the length of time anyone is homeless
      Maximize existing resources
      Initiate outreach and individualized case management
      Organize education and prevention components
      Mitigate negative impacts of homelessness

Eligible Applicants and Available Funds
Applicants may be non-profit organizations and local governmental entities that provide effective
services to homeless persons or persons at risk of becoming homeless. The City of Arlington’s
HPRP allocation from HUD is $1,304,792. The City will make approximately $861,948 available for
competitive bid to non-profit organizations providing eligible HPRP services.

Eligible Clients
A person must be homeless or at risk of becoming immediately homeless and have a household
income below 50% of the Area Median Income (AMI) to receive help from HPRP program
activities. An individual meeting the above criteria must also lack additional housing options and
the financial resources and support network necessary to obtain housing or remain in existing

                                           Page 1 of 16
City of Arlington PY2008 Request for Proposals
Homelessness Prevention and Rapid Re-Housing Program (HPRP)

   HPRP recipients must document homelessness according to the HUD definition. According to
   this definition, a person is homeless who:

      Resides in places not meant for human habitation, such as cars, parks, sidewalks,
       abandoned buildings, on the street;
      Resides in an emergency shelter;
      Resides in transitional or supportive housing for homeless persons who originally came
       from the streets or emergency shelters;
      Resides in any of the above places but is spending a short time (up to 180 consecutive
       days) in a hospital or other institution;
      Is fleeing a domestic violence housing situation and subsequent residence has not been
       identified and the person lacks the resources and support networks needed to obtain

   The following are suggested risk factors to determine whether a household is considered at risk
   of homelessness:

      Eviction within 2 weeks from a private dwelling unit and no subsequent residence has been
       identified and the person lacks the resources and support networks needed to obtain
       housing or their housing has been condemned by housing officials and is no longer
       considered meant for human habitation;
      Discharge within 2 weeks from an institution in which the person has been a resident for
       more than 180 days (including prisons, mental health institutions, hospitals);
      Sudden and significant loss of income;
      Sudden and significant increase in utility costs;
      Mental health and substance abuse issues;
      Physical disabilities and other chronic health issues, including HIV/AIDS;
      Severe housing cost burden (greater than 50 percent of income for housing costs);
      Homeless in last 12 months;
      Young head of household (under 25 with children or pregnant);
      Current or past involvement with child welfare, including foster care;
      Pending foreclosure of rental housing;
      Extremely low income (less than 30% of Area Median Income);
      High overcrowding (the number of persons exceeds health and/or safety standards for the
       housing unit size);
      Past institutional care (prison, treatment facility, hospital);
      Recent traumatic life event, such as death of a spouse or primary care provider, or recent
       health crisis that prevented the household from meeting its financial responsibilities;
      Credit problems that preclude obtaining of housing;
      Significant amount of medical debt.

Documentation of Client Eligibility
Service providers must demonstrate in writing that the person served is homeless or at risk of
homelessness, according to HPRP guidelines. Persons receiving homelessness prevention funds
must have an eviction notice or a utility termination notice, qualify under low-income guidelines,
and reside within the city of Arlington. Additionally, the organization must provide evidence that the
inability to pay was sudden, the assistance is necessary to prevent homelessness, and the client is
reasonably expected to be able to resume payments in the near future.

Program reporting will be managed by the City of Arlington in coordination with the Homeless
Management Information System (HMIS) and the Tarrant County Continuum of Care. Additional

                                            Page 2 of 16
City of Arlington PY2008 Request for Proposals
Homelessness Prevention and Rapid Re-Housing Program (HPRP)

details regarding specific reporting criteria will be provided by HUD. Recipients of HPRP funding
must demonstrate the capability of meeting the reporting criteria in an accurate and timely manner.

Eligible Activities
HPRP funding may be used for four main categories of eligible activities.

   1. Financial Assistance: Short-term rental assistance (up to 3 months), medium-term rental
       assistance (up to 18 months), rental arrearages (up to 6 months); security and utility
       deposits, utility payments, moving cost assistance, and motel/hotel vouchers (up to 30
       days). The City may impose additional limits on length and type of assistance.
   2. Housing Relocation and Stabilization Services:Case management related to housing
       needs, outreach and engagement, housing search and placement, legal services, and
       credit repair assistance.
   3. Data Collection and Evaluation: Homeless Management Information System (HMIS) costs
       which may include purchasing HMIS software and/or user licenses, leasing or purchasing
       computer equipment, data collection costs, data entry and analysis, HMIS training, and
       participation in HUD-sponsored research and evaluation of HPRP.
   4. Administrative Costs: Program accounting, HUD report preparation, obtaining program
       audits, administrative staff salaries, and HPRP staff training.

Reporting Requirements
Recipients of HPRP funds must provide monthly performance reports for the duration of the grant
period. Reports will be due within five (5) days of the completion of each month. HPRP reporting
must be completed separately from any other funding sources. Report formats will be determined
by HUD and will include at least the following information: 1) total amount of HPRP funding
received; 2) amounts of HPRP funds allocated and expended for each of the eligible activity
categories; 3) number of unduplicated individuals served; 4) numbers of new jobs created and jobs

Collaboration Requirements
To ensure effective use of Recovery Act funds, organizations receiving HPRP funds must
collaborate with other agencies receiving such funding. Examples of collaboration may include,
but are not limited to referring clients to other agencies for services and screening clients for
potential use of other available Recovery Act funds. A detailed chart of agencies receiving
Recovery            Act            funding          can           be          found            at

Funding Timeline
Organizations applying for funding through the City of Arlington must complete the following
application and include all applicable documentation. Please read the application carefully and
complete all relevant sections. Incomplete applications will not be considered for funding. The
following is a summary timeline for the awarding of funds:

  Request for Proposals Workshop                                    June 12, 2009
  Deadline for submission of applications (3:00pm)                  July 2, 2009
  Committee review of proposals                                     Early July 2009
  City Council review and recommendations                           August 2009
  Applicants notified regarding awards                              August 2009
  Contract negotiations and execution                               August – September 2009

                                             Page 3 of 16
City of Arlington PY2008 Request for Proposals
Homelessness Prevention and Rapid Re-Housing Program (HPRP)

Instructions and Review Process
The City of Arlington invites qualified organizations with eligible projects to apply for HPRP grant
funds. The City of Arlington is seeking organizations that can demonstrate the capability of
meeting HPRP requirements for providing eligible services, documentation of these services,
timely and accurate reporting and expenditure of funds. Prior to responding to the application,
each qualified organization is urged to review the HPRP Guidance posted on the internet at

Before submitting the application, check all calculations and review the package for completion of
all forms and sections. Inaccuracies, omissions, and use of application forms from previous
competitions will be grounds for rejection. All proposals will become part of the City of Arlington’s
official files.

Application Instructions
1. Applicants are encouraged to attend the Request for Proposals workshop on Friday, June 12,
   2009, from 10:00am to 11:30am. The workshop will be held in Conference Room 110 at the
   Arlington Human Service Center, 501 W. Sanford Street Arlington, Texas.

2. Proposals must be submitted on standard 8 ½” x 11” paper, have consecutively
   numbered pages, and be three-hole punched. Do not use folders or notebooks. Bind only
   with binder clips. Do not staple the proposal. Do not include the instructions in your

3. Submit one original and five copies of the proposal and one Microsoft Word file on CD.
   Indicate whether the proposal is an original or copy on the Program Cover Sheet. The original
   must contain original signatures. The most recent Financial Audit is required and should be
   attached to the original copy of the proposal. All proposals must:

          Include information and attachments as outlined on the Application Checklist.
          Narrative should be formatted in 12 point typed font and minimum margins are 1 inch.

4. Originals must be signed in blue ink.

5. Submit application by Thursday, July 2, 2009, by 3:00pm, at the City of Arlington Community
   Development & Planning Department Grants Management Division to the address listed on the
   following page. Applications may be mailed to the post office box or hand delivered. Proposals
   submitted by fax or e-mail will not be accepted.

6. Late proposals will NOT be accepted.

                                            Page 4 of 16
City of Arlington PY2008 Request for Proposals
Homelessness Prevention and Rapid Re-Housing Program (HPRP)

   Any questions or requests for additional information should be directed to Grants Management
   at the addresses below.

                                    Proposal Due Date
                           Thursday, July 2, 2009 by 3:00pm CST

                                          Aaron Pierce
                                         Grants Planner

                                   Grants Management Division
                     City of Arlington Community Development & Planning
                                      Phone: 817-459-6232
                                       Fax: 817-459-6253

                       Physical Address                      Mailing Address
                        City of Arlington                    City of Arlington
                Grants Management Division             Grants Management Division
              Arlington Human Services Center               Mail Stop 29-0100
                   501 W. Sanford, Suite 10                   PO Box 90231
                    Arlington, Texas 76011              Arlington, TX 76004-3231

                            Late proposals will NOT be accepted.

        For more detailed information on the City of Arlington Grant programs,
        please visit our website at

Proposals will be evaluated in the following areas:

   1.   Organizational capacity and relevant experience                            15 points
   2.   Statement of work/service plan & evidence of need for service              30 points
   3.   Collaboration with other organizations receiving recovery funds            15 points
   4.   Budget narrative and financial management                                  20 points
   5.   Data collection/evaluation plan and use of HMIS                            20 points

The City Council makes final decisions regarding program funding and the awarding of contracts.
This RFP does not commit the City to award a contract for any costs incurred in the preparation of
this proposal. Furthermore, the City reserves the right to accept or reject any or all proposals
received because of this request, to negotiate with a qualified source, or to cancel in part or in its
entirety this RFP if it is in the best interest of the City.

                                            Page 5 of 16
 City of Arlington PY2008 Request for Proposals
 Homelessness Prevention and Rapid Re-Housing Program (HPRP)

             Homelessness Prevention and Rapid Re-Housing Program
                             PROGRAM COVER SHEET
                                                    Original           Copy
 Part 1 – General Information
 Organization Name:
 Tax ID Number:
 Program Name:
 Contact Person:
 Mailing Address:
 City, State, ZIP Code:

 Part 2 – Program Funding

  1) Arlington HPRP Requested Amount
  2) Other Anticipated HPRP Funds
  3) Other Anticipated (non-HPRP) Funds

  4) Total Program Cost *
  5) Percentage of HPRP Arlington funds toward Total Program Cost **
* Total Program Cost is (Line 1 + Line 2 + Line 3)
** Percentage of THE CITY OF ARLINGTON HPRP funds toward Total Program Cost is the Requested Amount Divided by the Total
Program Cost. (Line 1 / Line 4 = Line 5)

 Part 3 – Program Description Summary
 Please provide a brief description of the proposed program in the space below. The description
 should be no more than five sentences and describe the HPRP program (not the organization),
 number of unduplicated individuals served in the homeless prevention program and the rapid re-
 housing program on an annual basis, and the cost items for which HPRP funds will be used. If
 staff positions will be funded by HPRP, list the position title and the full time equivalent amount
 paid by HPRP (i.e., HPRP will fund a Case Manager at 0.5 FTE).

                                                       Page 6 of 16
City of Arlington PY2008 Request for Proposals
Homelessness Prevention and Rapid Re-Housing Program (HPRP)

                                 Application Checklist
Applicant Name:
Program Name:

Review the following list of documentation requirements. The original must include all of the
following information in the order outlined below. The five (5) copies submitted must include
information requested in the order outlined below. Proposals that do not contain all of the
following information will be considered ineligible.

                     Cover Letter (optional)
                     Program Cover Sheet
                     Application Checklist
                     Applicant Information
                     Section 1: Organizational Capacity and Experience
                     Section 2: Statement of Work/Scope of Services & Evidence of Need
                     Section 3: Collaboration with Other Programs
                     Section 4: Budget Information
                     Section 5: Data Collection/Evaluation Plan

         Required Attachments
                   HPRP Budget Detail Worksheet
                   HPRP-funded Job descriptions and Résumés of Key Personnel
                   Sample Client Intake Form
                   HMIS Report
                   Minutes authorizing submittal of HPRP proposal
                   Board of Directors Names, Titles, Residency, Years on Board, Gender,
                   Race, Ethnicity

         Attachments for ORIGINAL COPY ONLY
         (NOTE: If your organization has submitted one or more of the following
         documents to the City of Arlington within the past year and the information has
         not changed, please note the date the items were submitted in lieu of the actual

                     Nonprofit documentation from IRS
                     Articles of Incorporation
                     Organizational Chart (not program specific)
                     Organizational Budget (not program specific)
                     Financial Audit/Certified Financial Statement
                     Directors and Officers Liability and Errors and Omissions Insurance
                     Policies and Procedures for employees
                     Internal Control Policies and Procedures (if not included above)
                     Code of Conduct listing prohibited behavior for board and employees

                                          Page 7 of 16
 City of Arlington PY2008 Request for Proposals
 Homelessness Prevention and Rapid Re-Housing Program (HPRP)

 Applicant Information
 Contact Information

 1. Type of Organization:                Non-Profit                           Government
                                         Other (Please Specify):
 2. Name of Organization:
 3. Mailing Address:
     City, State, ZIP Code:
 4. Physical Address of Program (facilities only):
     City, State, ZIP Code:
 5. Contact Person:                                               7. Fax:
 6. Telephone:                                                    8. Email Address:
 9. Provide the following information for a program contact person, a financial contact
    person, the person who wrote the application, and an authorized contact. Include
    attachments of job descriptions and résumés for key staff.
                               NAME                           TITLE                                      PHONE/EMAIL
 Program Contact
Someone who works
with the program on a
 daily basis and can
  answer questions
  Finance Contact
Application Contact
Person who wrote this
 Authorized Contact
Person authorized to
make commitments on
    behalf of the

SIGNATURE OF AUTHORIZED PERSON LISTED ABOVE                                         DATE

PRINT NAME                                                                          TITLE

                                                      Page 8 of 16
Section 1: Organizational Capacity and Experience (Use only the space provided.)
Provide an organizational overview of your agency, including:
      description of the history, mission, and services of the organization;
      years of direct experience with federally-funded homeless programs, including the type of
   program, total funds received, number of individuals served annually, and outcomes for each
   type of program;
      description of staff experience with homelessness prevention and/or homeless programs;
      if your organization operates a federally-funded homeless or homelessness prevention
   program, summarize the dates and results of monitoring visits.

                                         Page 10 of 16
Section 2: Statement of Work/Scope of Services and Evidence of Need for Service
(Use only the space provided.)

   A. Provide a statement of work that details the HPRP service activities the program will
   undertake and the population to be served. Include the following:
    service activity plan of action for each Service Activity to be provided (e.g., Homeless
      Prevention, Rapid Re-Housing);
    program outreach activities, recruitment and marketing plan;
    program location(s) and hours of operation;
    intake procedures and eligibility documentation (attach sample client intake form);
    program evaluation plan; and
    program specific procedures and guidelines.

   B. Provide evidence of the need for services proposed. Include as much recent data as
   possible including number of requests for homeless prevention and/or re-housing services,
   documented gaps in service, number of clients on waiting lists, and time on waiting lists.
   Based on this data, provide a planned number of unduplicated individuals to be served on an
   annual basis.

                                       Page 11 of 16
Section 2: Statement of Work / Evidence of Need (continued)

                                       Page 12 of 16
Section 3: Collaboration with Other Programs (Use only the space provided.)

A. Describe how the proposed HPRP program will collaborate with other programs in the area that
are receiving American Recovery and Reinvestment Act (ARRA) funds.

B. Describe how the proposed program will collaborate with the Tarrant County Continuum of
Care and other homeless service providers.

                                       Page 13 of 16
Section 4: Budget Information (Use only the space provided.)

A. Budget Narrative
Describe the program budget, including itemized revenues and expenses. The budget narrative
should explain the total program budget in detail and explain the budget line items in the order they
are listed on the budget form. Provide an explanation for each line item expense. NOTE: Include
HPRP Budget Detail Worksheet as a separate attachment.

B. Fiscal Management
Describe the organization’s fiscal management, including financial reporting, record keeping,
accounting systems, payment procedures, and audit requirements.

                                          Page 14 of 16
Section 4: Budget (continued)

C. HPRP Budget Overview

Complete the table below with HPRP amounts requested on an annual basis.

                                        Homelessness      Rapid Re-        Total Amount
Year 1
                                         Prevention        housing           Budgeted
Financial Assistance

Housing Relocation/ Stabilization


Data Collection and Evaluation (HMIS)
Administration (up to 5% of allocation)
Year 1 HPRP Request

                                        Homelessness      Rapid Re-        Total Amount
Year 2
                                         Prevention        housing           Budgeted
Financial Assistance

Housing Relocation/ Stabilization


Data Collection and Evaluation (HMIS)
Administration (up to 5% of allocation)
Year 2 HPRP Request

                                          Page 15 of 16
Section 5: Data Collection and Evaluation Plan/Use of HMIS
(Use only the space provided.)
A. State how the proposed program will collect and evaluate data to meet HUD reporting
B. Describe how your organization will use the Homeless Management Information System
(HMIS) to report client-level data.
C. Describe your current use of HMIS to report client data. Attach a recent HMIS report with client
demographic totals.

                                         Page 16 of 16