2. SUBMISSION REQUIREMENTS · Tuesday, June 7, 2016 9:00 AM - 12:00 PM Wednesday, June 8, 2016 1:00 PM - 4:00 PM Regional Wednesday, June 8, 2016 9:00 AM - 11:30 AM 2. Submission

UPDATE TO REGIONAL INITIATIVES GUIDE

Pages 5-6 section 2, changes in yellow highlight:

2. SUBMISSION REQUIREMENTS

All documents must be submitted electronically and must be received at the email address specified below no later than July 6, 2016 at 12 PM

Proposals received after the Proposal Closing as specified will not be considered.

Proposals must be submitted on the RFP Forms 2A https://form.jotform.com/61455128428255

2B.1 Form is provided at: http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx

One electronic copy with electronic/digital signatures on Forms 2A, 2B.1 as well as mandatory documents, must be received according to the instructions in this guide. Please note Form 2A will be submitted online from the website https://form.jotform.com/61455128428255 and Form 2B.1 must be submitted in Excel format. However, you will have to print signature pages of each form. Please scan and submit the signature pages only in PDF.

Maximum of 10 MB limit per email. If you need to submit more than one email, please note that in the body of the email that this is email 1 of 3, 2 of 3 etc. You must use the subject line listed above for each email in order to receive a receipt.

Handwritten and faxed documents will not be considered.

All pages of the response, including attachments, should be double sided letter or legal size

Staff will follow up if documents are missing. Body of the email must include a table of contents identifying all attachments, your

organization and project name, e.g.:

ABC Society, Regional Initiatives Email #1 of 3

1. Form 2A – 1 copy Word format 2. Form 2A- 1 copy signature pages PDF 3. Form 2B.1- 1 copy Excel format 4. Form 2B.1- 1 copy signature pages PDF 5. List of Board of directors- 1 copy 6. Agency policy on conflict of interest, nepotism and hiring practices contained

within a single document-1 copy

Proposal submission subject line must state: HPS Regional Submission

Proposals must be submitted to: [email protected]

https://form.jotform.com/61455128428255

http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx



mailto:[email protected]

RFP SUBMISSIONS RECEIVED AFTER THE DEADLINE WILL NOT BE CONSIDERED

1. Upon submission of proposals, respondents will receive an automatic email message stating the proposal was received. If the automatic receipt message is not received upon submission, the HPS CE may not have received your submission.

2. The ‘receipt of submission’ email in no way indicates that the proposal will advance to further stages (see above) or that it will be recommended for funding.

3. It is important to include a table of contents in the body of the email identifying the documents attached. Staff can follow up if identified documents are missing.

4. If there are technical difficulties, contact staff at [email protected] prior to the proposal deadline.

5. Staff will not be able to respond to technical issues after 11 AM on July 6, 2016.

Page 31 Appendix A: Submission

Document Classification

HPS CFP Forms

1 Electronic copy 2A in Word Format which will be submitted online at


Mandatory

1 Electronic copy of signature page section 2.8 Form 2A declaration- PDF

acceptable. Signed and dated in each spot where a signature is given.

Mandatory

1 Electronic copy in Excel format NO PDFs Form 2B.1 Mandatory

1 electronic copy of signature page of Form 2B.1 – PDF acceptable, signed

and dated.

Mandatory

1 electronic copy of each- Other Contributions and/or Partnership letters. Mandatory

1 electronic copy- A Separate 1 page Sustainability Plan Mandatory

1 electronic copy- Budget Policy document signed and dated Mandatory



Document Classification

1 electronic copy of List of Board of Directors including member names,

roles and responsibilities

Mandatory, upon

due diligence.

Please note that

not submitting at

this time may

affect your

review team

score.

1 electronic copy- Agency policies on conflict of interest, nepotism, hiring

practices or statement if agency does not have these and why.

Mandatory, upon

due diligence.

Please note that

not submitting at

this time may

affect your

review team

score.

1 electronic copy- Union concurrence letter Mandatory if

responded

“required” in

RFQ

1 electronic copy of each-Memorandum of Understanding or alternative

formal document between lead proponent and proponent partners

If applicable

1 electronic copy of each -Letter of support from clients, neighbourhoods

and community groups

If applicable

1 electronic copy -Supporting evidence of project need If applicable

1 electronic copy of each -Supporting documents of proponent or

partner experience and expertise to deliver the proposed project

If applicable

PAGE 1

2016 • 2019 Homelessness Partnering Strategy OPEN RFP: REGIONAL INITIATIVES

METRO VANCOUVER

D E S I G NATE D FU N D IN G20162019

GUIDE 2016

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

2016 • 2019 Regional Initiatives Request For Proposals GUIDE

RFP DEADLINE: 12:00 PM JULY 6, 2016

THIS GUIDE IS APPLICABLE TO THE 2016- 2019 Regional Initiatives Request for Proposals

ONLY

This guide is for assistance in preparing project proposals and the related forms for: Regional Initiatives Forms 2A and 2B.1.

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1. Regional Initiatives Call for Proposals Summary 3

2. Submission Requirements 5

3. Evaluation Process 7

4. Guide To Regional Initiatives Request For Proposals Forms 16

4.1 Form 2A Section 2.1 • Lead Respondent Organization Information 17

4.2 Form 2A Section 2.2 • Partner Organization Information 18

4.3 Form 2A Section 2.3 • Proposed Project Overview 19

4.4 Form 2A Section 2.4 • Profile of Clients Served by Respondent 20

4.5 Form 2A Section 2.5 • Project Work Plan 22

4.6 Form 2A Section 2.6 • Project Narrative 23

4.7 Form 2A Section 2.7 • Respondent Qualifications and Sustainability Plan 24

4.8 Form 2A Section 2.8 • Declaration 26

4.9 Form 2B.1 • Budget Negotiation Notes 26

4.10 Form 2B.1 • Declaration 30

5. Appendix A: Submission 31

6. Appendix B: List of links to additional RFP resources 32

Table of Contents

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Funding Objective To implement the approved 2014 – 2019 Homelessness Partner-ing Strategy Community Plan for the Metro Vancouver region.

Eligible HPS Community Plan Priorities

•To reduce homelessness through a Housing First approach (Housing First Readiness* & Regional coordination of HF client intake only)

•To ensure coordination of resources and leveraging•To improve data collection and use

Additional proposal evaluation criteria applicable for Housing First Readiness Regional Initiatives activities. See: http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx.

Eligible Activities For a detailed list of eligible activities go to http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx.•Housing First Readiness activities•Data Tracking & Monitoring, and Improvement of Data

Collection and Use activities; and•Coordination of Resources and Leveraging activities.

Intended Beneficiaries of Activities

•Organizations serving chronically or episodically homeless individuals

•Organizations intending to serve chronically or episodically homeless individuals

•Organizations serving homeless individuals & families•Organizations serving Individuals & families at imminent risk

of homelessnessFor more details please go to http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx.

Eligible Project Implementation Period OCTOBER 1, 2016 – MARCH 31, 2019

1. Regional Initiatives Call For Proposals Summary










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Maximum Funds Available for HF Readiness,

Coordination & Data Collection

OCT 2016 – MAR 2017: Approximately $ 222,000.00APR 2017 – MAR 2018: Approximately $ 465,000.00APR 2018 – MAR 2019: Approximately $ 746,000.00

The Community Entity may amend the RFP and or Community Plan amounts or allocation percentages or make additions to it at any time.

Eligible Respondent Organizations

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

including institutions, agencies and Crown Corporations*Conditions apply. See section 3.2 of the HPS Terms and Conditions. http://www.esdc.gc.ca/eng/communities/homelessness/funding/terms.shtml

Other Eligible Factors If applicable, proposals must include a plan to consult and engage with relevant advisory groups and regional bodies that would typically oversee the direction of the proposed initiatives.

Joint Submissions Joint submissions, partnerships and coalitions are encouraged but not required. If awarded funding, a single party must take responsibility for the contractual relationship with the HPS CE as set out in the Contribution Agreement. This arrangement must be defined in the Proposal Form and supported with partnership letters as per the template found at: http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx.

Deadline for Proposals 12:00 pm July 6, 2016 (See below for submission requirements)

Further information •2016-2019 RFQ Guide•2016 HPS RFP General Guide I•2016 HPS RFP General Guide II: Eligible Populations,

Communities, and Program Definitions•Information sessions, and•http://www.metrovancouver.org/services/regional-planning/

homelessness/RFQ-RFO-2016/Pages/default.aspx.

ALL 2016 RFQ AND RFP DOCUMENTS AVAILABLE FOR DOWNLOAD AT: http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/

default.aspx

http://www.esdc.gc.ca/eng/communities/homelessness/funding/terms.shtml

http://www.esdc.gc.ca/eng/communities/homelessness/funding/terms.shtml








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STRONGLY RECOMMENDED • REGISTRATION REQUIRED May 30, 2016 at 12:00 PM

RFP INFORMATION SESSIONS (BY FUNDING CATEGORY)

Information sessions for each proposal category will be offered June 1-8, 2016 It is strongly recommended that prospective respondents attend the information session of their specific funding category or categories. Registration required by May 30, 2016 at 12:00 PM. To register, please write to [email protected] with “HPS RFP Info Session Registration” in the subject line with the proposal area(s) you are interested in, your name, organization and the number of people who will attend. Full list of dates and proposal categories available at http://www.metrovancouver.org/services/regional-

planning/homelessness/RFQ-RFO-2016/Pages/default.aspx

PLEASE NOTE: For Housing First and Non-Housing First we are offering multiple dates and times, each session is

the same, registration and attendance is only required for one session.

PR O P O S A L C AT EG O RY I N F O R M AT I O N S E S S I O N DAT E A N D T I M E

Capital Wednesday, June 1, 2016 9:00 AM - 1130 AM

Housing First Wednesday, June 1, 2016 1:00 PM - 4:00 PM Thursday, June 2, 2016 9:00 AM - 12:00 PM Tuesday, June 7, 2016 1:00 PM - 4:00 PM

Non-Housing First Thursday, June 2, 2016 1:00 PM - 4:00 PM Tuesday, June 7, 2016 9:00 AM - 12:00 PM Wednesday, June 8, 2016 1:00 PM - 4:00 PM

Regional Wednesday, June 8, 2016 9:00 AM - 11:30 AM

2. Submission Requirements• All documents must be submitted electronically and must be received at the email

address specified below no later than 12:00 pm July 6, 2016.• Proposals received after the Proposal Closing as specified will not be considered.• Proposals must be submitted on the RFP Forms 2A and 2B.1 provided at: http://www.

metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx.

• One electronic copy with electronic/digital signatures on Forms 2A, 2B.1 as well as mandatory documents, must be received according to the instructions in this guide







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specifically, “Appendix A: Submission Checklist”. Please note Form 2A must be submitted in Word format and Form 2B.1 must be submitted in Excel format. Please scan and submit the signature pages only in PDF.

• Maximum of 10 MB limit per email. If you need to submit more than one email, please note that in the body of the email that this is email 1 of 3, 2 of 3 etc. You must use the subject line HPS Regional Submission for each email in order to receive a receipt.

• Handwritten and faxed documents will not be considered.• All pages of the response, including attachments, should be double sided letter or legal size• Body of the email must include a table of contents identifying all attachments, your

organization and project name. Example:

ABC Society, Regional Initiatives Project, Email #1 of 3

1. Form 2A 1 copy Word format 2. Form 2A 1 copy signature pages PDF 3. Form 2B.1 1 copy Excel format 4. Form 2B.1 1 copy signature pages PDF 5. List of Board of directors 1 copy 6. Agency policy on conflict of interest,

nepotism and hiring practices contained within a single document 1 copy

• Proposal submission subject line must state: HPS Regional Submission

Proposals must be submitted to: [email protected]

RFP SUBMISSIONS RECEIVED AFTER THE DEADLINE WILL NOT BE CONSIDERED


2. The ‘receipt of submission’ email in no way indicates that the proposal will advance to further stages or that it will be recommended for funding.

3. It is important to include a table of contents in the body of the email identifying the documents attached. Staff can follow up if identified documents are missing.

4. If there are technical difficulties, contact staff at [email protected] prior to the proposal deadline.

5. Staff will not be able to respond to technical issues after 11 AM on July 6, 2016



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3. Evaluation ProcessAll proposals received will be considered only through the competitive process outlined below. Any or all submissions may not necessarily be accepted. Proposals will be screened for fulfillment of submission requirements. The Community Advisory Board (CAB) will review all eligible proposals, and make recommendations to the HPS CE on funding. To assist in the evaluation of the RFP responses, the HPS CE may, in its discretion, but is not required to, seek clarification of a response or supplementary information or supporting documents from any or all respondents. HPS CE staff will conduct due diligence on all recommended proposals and make funding decisions. Every effort will be made to ensure that respondents receive timely notification on the outcome of the proposal submission. The HPS CE reports all decisions to the Metro Vancouver Housing Committee of the GVRD Board and the HPS Community Advisory Board.

All proposals will be subject to a transparent and fair review process by the HPS Community Advisory Board (CAB) reviewers concluding with recommendations for HPS CE due diligence which will inform a funding decision.

Personal information in this form is collected and will be used solely for the purposes of the administration of the HPS funding application process. Your personal information on this form is collected and will be protected in accordance with the Freedom of Information and Protection of Privacy Act. For more information, contact Theresa Harding, Manager, Homelessness Partnering Strategy, Community Entity for the Metro Vancouver region, tel: 604.451.6678 or at [email protected] .

REVIEW PROCESS SUMMARY • 2016 – 2019 Full RFQ/RFP Timeline

AC TIVIT Y DATE(S)

Request for Qualifications posted May 2, 2016

Deadline for submission of RFQ responses 12:00 pm • May 16, 2016

Notification of HPS CE RFQ Decision to Respondents 4:00 pm • May 25, 2016

Deadline for submission of proposals 12:00 pm • July 6, 2016

CAB Review of Proposals August 16, 2016

Notification to Respondents of CAB.Recommendation to HPS CE for due diligence August 19, 2016

HPS CE Due Diligence, Negotiation and Contracting.Notification of HPS CE RFP Decision to Respondents August 22 • September 29, 2016

Project Start DateOctober 1, 2016 (projects may start later)


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All proposals will go through a 2 STAGE screening and evaluation process. If successful the proposal will move to STAGE 3, Due Diligence and should a proposal meet all due diligence requirements, will move on to STAGE 4, Contracting.

STAGE 1: Technical Criteria


2. The ‘receipt of submission’ email in no way indicates that the proposal will advance to further stages or that it will be recommended for funding.

3. HPS CE staff will advise on status of submission, e.g., whether all documents were received, are complete, in the required formats and by the deadline. To assist in the evaluation of the RFP responses, the HPS CE may, in its discretion, but is not required to, seek clarification of a response or supplementary information or supporting documents from any or all respondents

4. It is important to include a table of contents in the body of the email identifying the documents attached.

5. HPS CE staff will examine the proposal against eligible priorities, activities and costs.6. Only proposals that are complete and eligible can move forward for CAB review.7. Respondents will receive a letter confirming whether their proposal has moved forward

for CAB review or has been screened out.

STAGE 2: Committee Review

Once screening is complete, the screened in proposals will be reviewed by the CAB. There are three steps in the review process:

1. Receipt of proposals: proposals are given to reviewers who have signed a confidentiality agreement, have declared no conflict of interest, and have attended HPS CE reviewer orientation training.

2. Evaluation: reviewers evaluate each eligible proposal according to the criteria which can be found at http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx. When reviewers receive proposals, there is a further 3-step process for evaluation. This includes individual level review, team level rankings, and finally CAB level recommendations.

• As per the CAB recommendation, Aboriginal respondents serving Aboriginal clients will be invited to a meeting with the Aboriginal review team to make an oral presentation on their proposal. Reviewers may ask clarifying questions and along with their scoring based on the criteria listed http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx, Aboriginal review team members will make recommendations toward the final CAB decisions.





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3. Recommendation for Due Diligence: after the team level reviewers have ranked their sets of proposals, the CAB makes its recommendation to the HPS CE as to which proposals can move forward for due diligence, which proposals are on a “B” list, and will only move forward subject to availability of HPS funds as a result of due diligence, and which proposals are not being recommended to move forward to due diligence. All respondents will receive notification from the HPS CE on the status of their proposal.

STAGE 3: Due Diligence and HPS CE Recommendation to Move Forward to Contracting

1. All proposals recommended by the CAB then enter into due diligence with the HPS CE.2. During due diligence, HPS CE staff will contact the respondent, other funders and partners

to confirm the contents of the proposal, and make enquiries to ensure risks are assessed and that the HPS CE has sufficient information to move forward to the contract stage.

3. Proposals that pass the due diligence phase will be notified in writing by the HPS CE.4. Respondents that do not pass the due diligence phase will be notified in writing and

offered an opportunity for an in-person debrief with HPS CE staff. The debrief would specifically focus on the proposal and involve only those directly involved in the proposal (e.g. lead respondent or partner).

STAGE 4: Budget Negotiation and Contracting

1. HPS CE staff will negotiate a final budget and contract conditions with successful respondents.2. All negotiations are subject to HPS CE approval.3. Successful respondents will receive a letter from the HPS CE confirming their approved budget.4. Once the contract is signed, a Project Officer will arrange for an initial monitor to review

the contract and answer questions.a. As per HPS policy, all projects must undergo a minimum of one financial monitor

and one activity monitor per fiscal year.b. A Project Officer will arrange the monitors in advance for a mutually agreed upon

time and location.

STAGE 5: Debrief for Unsuccessful Respondents

1. Respondents that are screened out, not recommended, recommended but B-Listed, or do not pass due diligence, will be given an opportunity for an in-person debrief at a later date with HPS CE staff.

2. A debrief is specifically focused on the proposal and involves only those directly involved with the proposal (e.g. lead respondent or partner).

3. There is no formal appeal process for HPS CE decisions, with the following two exceptions:a. If a respondent believes there is a conflict of interest with one of the reviewers, orb. If a respondent believes there was a breach of confidentiality in the review process.

In either scenario, the burden of proof is on the respondent. Appeals must be submitted directly to the HPS CE.

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ADDITIONAL CONSIDERATIONS

Eligible geographic region: Project must take place within the Metro Vancouver region within municipalities and districts indicated in the map below.

SPECIAL POPULATIONS SERVED:

Aboriginal: Preference will be given to Aboriginal organizations to deliver projects, where feasible, in cases where a project’s objectives and activities specifically target off-reserve Aboriginal individuals and families who are chronically homeless or episodically homeless or homeless or at imminent risk of homelessness.

Francophone: Preference will be given to Francophone organizations to deliver projects, where feasible, in cases where a project’s objectives and activities specifically target francophone individuals and families who are chronically or episodically homeless, homeless or at imminent risk of homelessness.

Organizations providing services to both official languages are encouraged to apply and show how they plan to provide services, regionally, to both official language communities across the region.

As per HPS Directive 16, the Official Language Minority Communities (OLMCs), services for Francophone individuals and families who are chronically homeless or episodically homeless or homeless or at imminent risk of homelessness may be provided through HPS-funded programs that serve clients in either official languages or Francophone only

http://www.esdc.gc.ca/eng/communities/homelessness/funding/directives.shtml#d16

Respondents that primarily serve clients in English, are encouraged to consider their capacity to serve clients in both official languages.

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SCREENING OUT

1. This is not an exhaustive list and the HPS CE reserves the right to consult with Service Canada on other possible screen out scenarios.

2. Respondent not invited to RFP – only those invited to submit a proposal will be considered.3. Proposal submitted late. Late submissions will not be accepted.

a. Including, if applicable: late submission related to technical difficulties, but HPS CE staff were not contacted prior to submission deadline to discuss technical issues

b. If there are technical difficulties, contact staff at [email protected] prior to the proposal deadline.

c. Staff will not be able to respond to technical issues after 11 AM on July 6, 2016.

FEEDBACK ON RFQ & RFP PROCESS

Respondents may contact the CAB Chair in case of concerns regarding the administration of the RFQ & RFP process, at [email protected].

INFORMATION SESSIONS:

The information session is divided into 2 parts:1. An overview of HPS terms and conditions, the roles and responsibilities of Service

Canada, CE and CAB2. Regional Initiatives proposal will be discussed highlighting key areas on forms and

answering questions specific to Regional Initiatives proposals.

Respondents intending to apply for more than one type of proposal should ensure the appropriate staff attend the information session relevant to each type of proposal, and ensure those responsible for critical information also attend, for example, finance person for the budget Form 2B.1, and program manager for Form 2A.

Other Considerations for Regional Initiatives Respondents

DEVELOPING A LOCAL PORTRAIT OF HOMELESSNESS

HPS funds may be invested in Regional Initiatives that work towards implementing Housing First in the region and developing an intake system to ensure that those most in need are given priority.

Data sources that support this work include established shelter data collection and reporting systems such as the Homeless Individuals and Families Information System (HIFIS) or a provincially-mandated system, point-in-time counts, and information collected by service organizations across the community. Related proposals should allow for re – examination as new individuals may become part of the target group or methods to prioritize clients within the HPS-eligible populations to enable achievement of HPS targets.



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For example, in communities where the size of the entire chronic and episodic homeless population exceeds the scope of HPS and non-HPS-funded services, it may be necessary to consider additional criteria to ensure that the clients with the highest needs are prioritized for a Housing First intervention. For example, the intervention could be further focused on specific populations or those who have been homeless for the longest period (e.g. over five years) or on those with the highest cumulative number of days using shelters over the last year.

DEVELOPING AN INTAKE SYSTEM

Regional Initiative activities may propose working with shelters and HPS-funded service providers in general to ensure that the intake of clients prioritizes those with the highest needs, as part of regionally coordinating and aligning client intake protocols and tools.

COORDINATION OF RESOURCES AND LEVERAGING

The Homelessness Partnering Strategy (HPS) has defined coordination of resources as follows:

Planning, developing partnerships and implementing solutions in support of a Housing First approach or a broader systematic approach to addressing homelessness, which includes activities to:

• identify, integrate and improve services on an ongoing basis;• work with the relevant sectors to identify barriers to permanent housing and

opportunities to address the barriers; and,• maximize all investments by coordinating funded activities to avoid duplication and gaps,

ensuring that funding is used strategically to maximize results.

When delivering services under a Housing First approach, coordinating resources with partners is critical. Partners may include municipal, provincial and territorial departments, as well as federal agencies, such as the Canada Mortgage and Housing Corporation (CMHC) or Veterans Affairs Canada (VAC). It is particularly important to coordinate resources for services that are ineligible for HPS funding (e.g. clinical services, which fall under provincial or territorial jurisdiction). In order to effectively support Housing First planning and successfully implement a local Housing First approach, Community Advisory Boards (CABs) and Community Entities (CEs) need to have a good understanding of the resources available in their community. Also, in communities where separate CABs are responsible for HPS funding under the Designated Communities and Aboriginal Homelessness funding streams, these CABs need to work together to ensure that the local Housing First approach effectively supports homeless Aboriginal clients.

Information on the resources available in the community helps to assess gaps in the homelessness serving system, better integrate available services, and maximize collaboration among partners. To offer Housing First clients the range of services they may require,

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organizations need to partner with agencies to leverage the required services. Regional Initiative proposals that intend to benefit organizations implementing a Housing First approach may consider proposing activities which support Housing First organizations to leverage services in the region that may be required but not funded by HPS.

CONSIDERATION OF REPORTING REQUIREMENTS OF HPS FUNDED SERVICES

Service projects funded by HPS are required to report on specific indicators. The data collected by these projects and the activity of collecting data is closely tied to many of the HPS eligible activities under the Regional Initiatives category. Respondents of the Regional Initiatives category are advised to consider the reporting requirements, which are outlined in the Proposal Guides available at http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx and in the diagrams below.

Figure 1 Reporting Requirements: HPS-Funded Support Services



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Figure 2 Reporting Requirements: HPS-Funded HF Projects I

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Figure 3 Reporting Requirements: HPS-Funded HF Projects II

SUSTAINABILITY

All recipients of HPS funding must meet specific requirements of client and program sustainability. HPS considers projects sustainable when either the project activities or benefits achieved as a result of the project activities continue after the HPS funding has ended.

For more information on sustainability please see page 24 of this guide.

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REGIONAL INITIATIVES TO SUPPORT SUSTAINABILITY OF THE HOUSING FIRST APPROACH

The extent to which communities have been able to establish a coordinated and integrated homeless-serving system will support sustainability of HPS investments. Communities implementing the Housing First approach need to ensure that there will be no gaps in services for Housing First clients at the end of the HPS in March 2019. As such, the communities’ effort to orient their Housing First clients into mainstream services is very important to ensure that Housing First programming effectively brings clients toward self-sufficiency.

To support regional efforts towards a sustainable Housing First approach, Regional Initiative respondents may consider proposing activities which engage with relevant sectors to support Housing First clients, especially those sectors responsible for providing mainstream services such as healthcare providers. This supports the coordination and integration of the Housing First approach within existing programming, as well as planning for the transition of Housing First clients into mainstream services. Related proposals may develop guidelines on adapting programs in relevant sectors to integrate Housing First clients and consider the range of levels of need applicable to each Housing First client, while considering resource needs and highlighting pressures on other service systems.

4. Guide To Regional Initiatives Request For Proposals FormsThe proposal form has 9 parts (note not all may be applicable to your proposal). Each section where you can type in narrative notes a character limit on the form. If you run out of space, you have reached the character limit so please be concise in your responses:

Section 2.1 Lead Respondent Organization InformationSection 2.2 Partner Organization Information (if applicable)Section 2.3 Proposed Project OverviewSection 2.4 Profile of Clients Served by OrganizationsSection 2.5 Project Work PlanSection 2.6 Project NarrativeSection 2.7 Respondent Qualifications and Sustainability PlanSection 2.8 DeclarationForm 2B.1 Budget Negotiation Notes

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4.1 Form 2A Section 2.1 • Lead Respondent Organization Information

This section collects the basic organizational information. Information presented here must be identical to that presented in the RFQ form 2A.

ITEM EXPLANATION

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

Legal Name and Common Name

Enter the legal name of the organization that will be the contract holder with the HPS-CE (GVRD). This may be different from the common name the organization is known by. For example, GVRD is the legal name and Metro Vancouver is the common name. If the organization has legally changed its name since the RFQ please submit supporting documents and note that in the body of the submission e-mail.

Mailing Address Enter the full mailing address including suite # and floor # of respondent (lead organization, if applicable). This address will be used for the HPS-CE mailing correspondence regarding the proposed project.

Project Contact Information

Provide the name, phone number, title and e-mail address of the main contact for this proposal. You have an additional spot on Form 2A to provide for an alternate. This is highly recommended. If the project contact information has changed since the RFQ please update and note this in the body of the proposal submission e-mail.

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4.2 Form 2A Section 2.2 • Partner Organization Information

This section summarizes project delivery partners and their respective roles in the project. This section must be supported by Partnership Letter template found at: http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx for each partner listed in this section. (In case of insufficient space, provide an additional sheet with the same information and supported by the same template).

ITEM EXPLANATION

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

If more than one type is applicable, select the type that is most relevant to the activity proposed for HPS funding, and elaborate further in the respondent qualifications in section 2.7.

If you have more than one partner please attach supporting documents to your submission that replicates this section of Form 2A and note that in that in your table of contents and body of your submission e-mail. As noted above, please elaborate further on these additional partnerships in the respondent qualifications in section 2.7.

Legal Name and Common Name

Enter the legal name of the organization of your partner organization. This may be different from the common name the organization is known by. For example, GVRD is the legal name and Metro Vancouver is the common name. If you have more than one partner please attach supporting documents to your submission that replicates this section of Form 2A and note that in that in your table of contents and body of your submission e-mail

Project Contact Information

Provide the name, phone number, title and e-mail address of the main partner contact for this proposal. You have an additional spot on Form 2A to provide for an alternate. This is highly recommended. Should your proposal be recommended for due diligence, this information is required for follow up.

If you have more than one partner please attach supporting documents to your submission that replicates this section of Form 2A and note that in that in your table of contents and body of your submission e-mail.



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4.3 Form 2A Section 2.3 • Proposed Project Overview

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

ITEM EXPLANATION

Project Name Enter the specific name of the project proposed for HPS funds. This is used as an identifier connecting this project to your organization for HPS CE organizational purposes. This is helpful when an organization has proposed more than one project.

General Description This is where you give a brief overview of your project including activities proposed and populations served. Example:

Insufficient detail: The project will fund staff wages to support the program.

Well detailed: The project will fund staff wages that will provide direct client supports and interventions to chronically and episodically homeless youth between the ages of 13-19 in the Tri-Cities region of Metro Vancouver. This will include housing placement services and life skills training to increase economic integration and allow clients to find and maintain housing.

Type of Project There are a variety of types of Regional Initiatives Projects, please check all that apply.

Expected Start Date Enter the start date of the HPS funded portion of your project only. HPS cannot start earlier than October 1, 2016. YYYY-MM-DD format.

Please note that funding will not be provided for retroactive costs. Funding will only be provided for costs incurred after a contribution agreement has been signed between GVRD and the proponent.

Expected End Date Enter the end date of the HPS-funded portion of your project only. HPS funded portion cannot end later than March 31, 2019. YYYY-MM-DD format.

Areas of Project Activities Project funded under the HPS RFP must take place within eligible communities in the Metro Vancouver region as noted on page 10. Please choose the city or cities your project will service. If your area is not specific to any one region, choose “All Metro Vancouver.” The primary area is the main service location for your project; the secondary area is an additional service location. This secondary location should align with your proposed budget (Form 2B.1). If there is no secondary area of service please choose Not applicable from the drop down menu.

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4.4 Form 2A Section 2.4 • Profile of Clients Served by Respondent

This section gathers information about the HPS-eligible client populations served by the organizations benefitting from your proposed project. For Regional Initiatives projects this includes clients who are chronically or episodically homeless, or have a history of being chronic or episodic as well as those who are homeless or at imminent risk of homelessness. Please consult the 2016 HPS RFP General Guide II: Eligible Populations, Communities, and Program Definitions available at:

http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx for detailed descriptions of the HPS-eligible client types that may be served. This section aims to expand on the detail of your general project description listed in section 2.3 of Form 2A

ITEM EXPLANATION

Housing Status Select the HPS – eligible client type(s) housing status that will be served by organizations benefitting from your project. This is to ensure you are targeting the eligible population related to your proposed project.

Gender Select the appropriate client type(s) that will be served by organizations benefitting from your project, according to the client’s gender. (This should be based on client’s self-disclosure.)

Ages Select the appropriate age range(s) for clients served by organizations benefitting from your project.

Other Select other characteristics of clients served by organizations benefitting from your project.

1a. Does your project intend to benefit organizations

who serve Aboriginal clients exclusively?

If the Regional Initiatives project will benefit organizations serving Aboriginal clients only, select ‘yes’, and proceed to questions 1b and 1c. If the project will benefit organizations serving Aboriginal and non-Aboriginal clients, select ‘no’ and leave questions 1b and 1c blank.

1b. If yes, describe identified needs of the Aboriginal-serving community, and

how the proposed project responds to those need

Provide an explanation and any details on whether

consultations will take place with representatives

of this community.

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

Explain any plans to consult with this community as part of your project Work Plan.



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ITEM EXPLANATION

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

organization’s or your partner’s capacity to

respond to the specific needs of the Aboriginal –

serving community.

If the project will serve Aboriginal clients only, describe evidence of your organizations or partner organizations’ capacity to meet the unique needs of Aboriginal clients and/or organizations exclusively serving Aboriginal clients.

2. Is your project designed to benefit or involve

French-language minority communities?

If your proposed project will benefit / involve official language minor-ity communities, you should answer ‘Yes’ to this question and ensure that this is listed and described in your answer to “Project Objectives” in section 2.5 “Project Work Plan” of the Regional Initiatives Proposal Form 2A .

3. HPS funds may only serve designated priority client populations in the Metro

Vancouver region’s homeless population. Please describe

any evidence attesting to your organization and/

or partners’ ability and to develop systems and/or support organizations in

serving HPS – eligible client populations with HPS-funded

services. This might include related strategies, past

practices, and experience of the unique needs of the eligible client populations.

Please describe any evidence, such as past experience, organizational values, mission, vision, staff training, program management tools, organizational evaluation practices that attest to your organization and/or partners’ ability and commitment to build capacity and develop systems which enable organizations to better serve HPS eligible client populations with HPS-funded services.

Priority populations include:•Women•Youth•Seniors•Veterans

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4.5 Form 2A Section 2.5 • Project Work Plan

ITEM EXPLANATION

Description of Project Objectives

This is the “big what” of what you are trying to achieve with your project. Briefly summarize the objectives of the project. This assists reviewers in determining if project objectives align with the rest of the work plan and other parts of the proposal.

Activities Proposed for HPS Funds

(by group)

This is the “how” you are going to achieve your outcomes. Select from the boxes the eligible activities proposed for HPS funds based on your proposal type. Do not include activities that are paid 100% from other funding sources. (See HPS Terms and Con-ditions regarding stacking limits). Please note that 2 activity groups are combined (Data Tracking and Monitoring, and Improvement of Data Collection and Use, and Regionally-Coordi-nated Intake of Housing First & Non-Housing First Clients).

Roles Responsible for Activities

Enter in the type of role(s) and associated duties related to your activities. This is who is responsible for specific tasks to achieve your project goals and outcomes. The roles on the team (even if the staff themselves are not yet hired) will be examined to de-termine if you are proposing the right role/qualifications for the right task. If you are recommended for due diligence, further evidence may be required as to actual credentials of staff.

Activity Outputs These are deliverables or the “products” from your activities.

Timeline Enter in start and end dates for activities on a per quarter basis, even for ongoing activities. This is a double check for both you and reviewers. This checks that all activities take place within the HPS eligible time frame and acts as a check against your dependencies section enabling reviewers to see if you have accounted for the “what ifs” in your time line to achieve project outcomes.

Short Term Outcomes This is the “so what” of your project. These refer to outcomes directly resulting from activities that are able to be measured during the contract time period (short term outcomes).

Indicators of Achieving Outcomes

This is “how do we know” section of your work plan. This is how you measure the outcomes of your activities. Often these are expressed as # of. This is how you know you are achieving your results. Indicators measure if you are on track to achieve your overall project outcomes. Enter whole numbers, not percentages.

Dependencies and Risk Mitigation (Factors affecting

outcomes)

This is the “what if” back up plans to ensure your project stays on track. Enter in any items or circumstances that can affect the activities and associated timelines proposed and how you propose to mitigate risk. This may include staff turnover, part-nership issues, etc.…

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4.6 Form 2A Section 2.6 • Project Narrative

This section provides the respondent the opportunity to expand on the Work Plan.

ITEM EXPLANATION

Please describe any additional details of the

proposed project not captured in the sections above or below. Please describe outcomes (or impacts) of the project

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

implementation)

These are outcomes that come after your HPS contract ends. In the long term these are measurable changes for individuals, groups or community conditions over time. These too should be measureable and specifically tied to your project work plan. Keep in mind longer term outcomes may have multiple factors that affect them and are not as direct as moving from your short term ones to them. It is important you are able to articulate and understand how your project can directly lead to the long term outcomes you propose. (See also risk and mitigating factors section of work plan).

What are the needs or gaps in Metro Vancouver that

this project aims to fill? (Reference existing data or

research. Documentation of evidence may also be

provided in attachment to the proposal.)

Describe the need that this project aims to address. This is specific to how your project will meet the community needs at the regional level based on HPS priorities. http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx. Reference information specific to Metro Vancouver or the sub-region of the project, and any empirical evidence of the need or gap. The more objective and prevalent the research or evidence, the better for the proposal. Recommended libraries include those of the Homeless Hub and the Mental Health Commission of Canada. There is no need to attach full research papers, rather pull out and cite relevant sections and/or provide a link to relevant sections if you run out of space. This is different from section 2.4 in that this is asking for overall project need in the community, not just needs analysis on client profiles. However, the needs identified in section 2.4 can assist you in your response here.

How will your proposed project be an effective means

to address these needs/gaps in the communities

mentioned above?

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

How has your organization involved people with

lived experience, clients, neighbourhood, community

groups and/or other stakeholders in the planning

and development of this project?

Please describe any past or intended measures related to the proposed project involving affected groups described. For example, consultations or research with, or led by, people with lived experience, clients, neighbourhood or community groups, and other stakeholders.




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4.7 Form 2A Section 2.7 • Respondent Qualifications and Sustainability Plan

This section gathers information to evaluate the capacity of the respondent or respondent group to successfully deliver the proposed activities and offer legacy material after the project has ended for the community.

ITEM EXPLANATION

Please describe why and how your organization, and

if applicable, partners in your proposal are qualified

to implement the project, achieve the project objectives

within the time proposed.

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

Where activities include Housing First – related activities, specify your organization’s and/or partners’ experience in implementing or delivering the Housing First approach locally.

Any reference to partnerships must be verifiable. Please attach a partnership declaration letter for each partner referenced in the proposal using the template provided at: http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx.

Sustainability Plan The Homelessness Partnering Strategy (HPS) considers projects sustainable when either the project activities or benefits achieved as a result of the project activities continue after the HPS funding has ended. For Regional Initiatives, this includes ongoing accessibility of the products of the HPS-funded activities to the region’s homeless-serving community beyond March 2019 (costs are only reimbursable until March 31, 2019). This may include measures such as hosting the materials on the CE website.

Summarize the details of your Sustainability Plan for the life cycle of the proposed Regional Initiatives project. A detailed Sustainability Plan of approximately 500 words must be attached to the electronic copy of your HPS Regional Initiatives funding proposal.




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Sustainability Plan The sustainability plan must address the following points:

1. Other sources of project funding: summarize all funds, any risk to funding not being available, and the strategy to address that risk. Other sources of funding must be verifiable. Please submit partnership letters as per the template provided provided at: http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx.

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

1:1 matching is not required at the project level; however, other funds typically relate to project sustainability and reviewers may take this into consideration when scoring proposals. Regardless of the amount of other funds, matching is also assessed on alignment to project activities or how it assists the project to reach outcomes or to be maintained. If you are awarded an HPS contract, the HPS CE can only put confirmed funds in your budget; however, throughout the project lifecycle we ask contracted proposals to provide updates on any other funds, as applicable.




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4.8 Form 2A Section 2.8 • Declaration

Please ensure that the legal signatories certify that the full proposal, including supporting documents is accurate and complete. Digital signatures or signature stamps are acceptable. At this stage, we do not require original signatures. Original signatures will be required should your project be approved for contracting. As per the submission checklist, you can submit signatures in PDF format, however, the rest of Form 2A must be submitted in Word format.

4.9 Form 2B.1 • Budget Negotiation Notes

ELIGIBLE AND INELIGIBLE COSTS AND ACTIVITIES For detailed list of eligible costs please see Guide I at

http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx.

Remember to account for 3rd pay periods, annual salary or benefits increases, once a year costs such as audits or insurance renewal as well as time for hiring and training staff, etc.… Align your budget with your proposal especially the work plan. The maximum allowed for MERCs and Benefits is 22.5%. However, if your organization is unionized or partially unionized such that HPS staff adhere to the collective agreement, please provide supporting documentation as to an amount above 22.5%. MERCs usually include EI, CPP, WCB, taxes and vacation. Benefits usually refer to any extended health benefits, MSP Payments or pension payments.

Form 2B.1 presents TOTAL project costs by budget line for the entire HPS funding period and is broken up into financial years. Section B reflects the HPS portion of the project costs, while Section A refers to the other contributions. Each line item needs a detailed breakdown and rationale for that breakdown in order for reviewers to assess value for money and fair market value. Provide detailed description of each proposed cost, with breakdown of unit cost or unit rates, and number of units per week / month, with the total for the project period, and proportion charged to HPS vs. non-HPS sources. Please identify which items are GST receivable / rebate able. The GST rebate able portion is ineligible for reimbursement and must not be included in your calculations.

There are eight expenditure or cost categories for all eligible project costs, organized into two broad categories: Direct Project Costs and Administrative Project Costs. These are elaborated in Form 2B.1. All costs must be linked to the proposed project, reference the related activities as per form 2A section 2.5 “Work Plan” (Direct Project Costs only), and relate to functions that are project-specific. Costs listed under form 2B.1 section 1 “Direct Project Costs” should present the anticipated project participants as applicable, which should be reflected in section 2.5 “Work Plan” in form 2A. Include the basis of this figure in the project narrative in form 2A.

Enter the associated cost depending on whether it is necessary to deliver project outcomes, or necessary for project administration.



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Wages/salaries cited in category 2A must include an appropriate portion of head office management, payroll, HR, admin wages. Reimbursement will be supported by invoices or the agreement holder’s general ledger (payroll and/or travel claims, as appropriate) and will be subject to monitoring and audit. All breakdowns must be explained in form 2B.1 in the details column. These cells are wrap text and have unlimited characters.

In some cases, 100% of costs would be applicable for HPS funding, and in other cases less, particularly in the case of form 2B.1 Section 2B: “Administration Services”. Calculate the proportion based on the balance of implementation of HPS Regional Initiatives eligible activities to other activities. For example, if 30% of an FTE was proposed, 30% of the applicable staff-related costs may be proposed for HPS funding. Explain the calculation in the “details” section of the form 2B.1.

Detailed notes columns can be expanded to allow further information to be entered. If you choose to do this, be sure to expand the cell so that all the contents are visible. What can be viewed on the screen will be what appears on paper in the printed version later on at the contracting stage. To expand the cell, click on the numbered cell at the bottom left of the page where numbers are listed. When you do this a small “cross” will appear allowing you to move the cell up or down.

Proposed travel costs must be consistent with rates set out in the National Joint Council of Canada’s Travel Directive, available at this link http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a2-eng.php. This applies to all travel costs, for example project staff and volunteers and contracted professionals, and those included in the professional fees expenditure category. The travel rate is subject to quarterly change. Please note that travel costs with the exception of tolls and bus tickets are GST rebate able, so you will need to remove the GST portion from parking and kilometers travelled even if you are charging an agency rate below the travel directive rate. HPS will not cover the cost of gas or vehicle maintenance.

Section A: Revenue should align with your other fund documents, or in the case of internal funds show history of fundraising for internal cash. The only source of internal cash would be fundraised dollars specific for your HPS project or the appropriate proportion of agency general fundraising dollars to the proposed HPS project. Below is a sample of how to present details of other funds. Note that we require one line per funder, per what they are funding. This means a single funder providing multiple streams of funding will be condensed into one line, but you will have to provide details for each amount and type of funding they are providing. (See example below). Please bold the fiscal years. To skip to next line in a single cell within Excel hit “Alt” and “Enter” keys at the same time.

Please note cell colour changes: Under wages (both direct and indirect), the MERCs and Benefits total cell will turn red if you are above 22.5%. Again, if you are unionized or partially unionized submit documentation as to why these are above 22.5%. If you are not unionized or partially unionized, please correct. At the bottom of the sheet, the percentage of administrative costs will turn red if above the 15% allowable threshold, please correct. The cell with total funds from

http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a2-eng.php

http://www.njc-cnm.gc.ca/directive/travel-voyage/s-td-dv-a2-eng.php

http://www.njc-cnm.gc.ca/doc.php?sid=3&lang=eng.

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other sources will be orange if matching is at 1:1 or above and red if below. This will not affect your eligibility, rather it is for HPS CE tracking purposes only. The same is true for Total ESDC costs cell.

Funds from other HPS streams, such as the Aboriginal stream, are not considered other funds under the HPS Terms and Conditions.

Enter the total value of all other sources of cash and in-kind contributions to the proposed project from all sources (internal and external). This should be consistent with all partnership declaration letters from funding partners as per the template found at: http://www.metrovancouver.org/services/regional-planning/homelessness/RFQ-RFO-2016/Pages/default.aspx and will be considered confirmation of other funds.

1:1 matching is not required at the project level; however, other funds typically relate to project sustainability and reviewers may take this into consideration when scoring proposals. Regardless of the amount of other funds, matching is also assessed on alignment to project activities or how it assists the project to reach outcomes or to be maintained. If you are awarded an HPS contract, the HPS CE can only put confirmed funds in your budget; however, throughout the project lifecycle we ask contracted proposals provide updates on any other funds, as applicable. The HPS CE makes every effort during due diligence to contact other funders and confirm the type and amount of funding, therefore, it is important to ensure that your funders or alternate contact is available during due diligence time frame.

Example of how to detail other funds:

TOTAL OCT. 2016 MAR. 2017

TOTAL APR. 2017 MAR. 2018

TOTAL APR. 2018 MAR. 2019

TOTAL PERIOD

2016-2019FUNDER

DETAIL DESCRIPTION/ COMMENTS

Other Contributors'

Cash Contributions #1

$20,000 $45,000 $4,500 $69,500 BC Funder

OCT. 2016 MAR. 2017

pro-rated at $5,000 HOP subsides and $15,000 HOP worker as midyear of this contract APR. 2017 MAR. 2018 $10,000 HOP subsidies, $35,000 HOP worker APR. 2018 MAR 2019 pro-rated at $2,000 for HOP subsidies and $2,500 for HOP worker as contract ends Jan 2019.



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Internal In-Kind and Cash Contributions

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

PLEASE NOTE: internal cash contributions are solely funds raised through the sponsor organization’s fundraising and private individual donations to the proposed project.

In case of any internal cash and in-kind contributions, provide supporting documentation demonstrating that the internal resources are directly applicable to the activities proposed for HPS funds (e.g. financial statements highlighting internal resources referenced as other contributions in form 2A under the RFQ).

If you are in doubt, please don’t hesitate to contact Vancity Community Foundation HPS staff for assistance at [email protected] with RFP Query in the subject line (do not put “submission” in the subject line unless submitting a final and completed response).

Direct Project Costs and Administration Projects Costs

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

Further to this, items such as training or professional development related to management, administration or not directly affecting staff delivery of project outcomes may not be included under section 1 Direct Project Costs. However, they may be proposed under category 2B: Administration Services.

One of the appendices posted on the Metro Vancouver website is a cash flow document in Excel format which you can download and use as tool for your proposal. You are not required to submit this document, but may need to reference it if your proposal proceeds to due diligence and budget negotiation stages.

Things to consider in the cash flow are key milestones and when they would occur in your project lifecycle (e.g., for a Capital project, pouring concrete Oct-Dec 2016 would likely require higher budgeted amount for those months, or for a Housing First project, in month 3 staff wages increase as full staff complement is hired).

If awarded an HPS contract, this cash flow document becomes a “living document” and will be part of a monthly claim for reimbursement which would be updated to indicate spending trends and any slippage. The project cash flow will be reviewed by the HPS CE to determine whether an amendment to activities and/or budget is needed.


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All HPS-funded projects are required to cooperate with at least one financial monitor per fiscal year. The financial monitor is scheduled between yourself and your Project Officer to occur in June/ July which allows time for the HPS CE consider possible contract amendments in anticipation of the annual projects review with Service Canada in October/November.

Keeping your cash flow and forecast document up-to-date, facilitates cross referencing activities to monthly claims, communications for annual financial monitors and ongoing project management discussions with your Project Officer.

EXCEPTION: Due to the October 2016 start of contracts, which falls within the middle of a fiscal year, an initial financial monitor will be conducted in January 2017 to ensure the HPS CE can meet the yearly financial monitor deadline for that fiscal year. All projects’ spending will be discussed, but no amendments will be proposed at that time as it is too soon into the project life cycle and to fiscal yearend.

4.10 Form 2B.1 • Declaration

Please ensure that the legal signatories certify that your full proposal, including supporting documents is accurate and complete. Forms must be signed in every part of the form that lists signature. Electronic/digital signatures are acceptable; however, as per the checklist only PDF and send dated signature pages, the remainder of the budget form needs to be submitted in Excel format.

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5. Appendix A: SubmissionPlease note that this checklist is for respondents’ use only and not for submission. It is intended to ensure that the respondent has all relevant parts of the proposal filled, and considered all supporting documents.

NOTE: Unless otherwise stated, all documents to be submitted electronically (1 copy)

DOCUMENT CLASSIFICATION

HPS RFP FORMS

1 Electronic copy in Excel format NO PDFs Form 2B.1 MANDATORY

1 electronic copy of signature page of Form 2B.1 – PDF acceptable, signed and dated. MANDATORY

1 electronic copy of each Other Contributions and/or Partnership letters. MANDATORY

1 electronic copy – A Separate 1 page Sustainability Plan MANDATORY

1 electronic copy – Budget Policy document signed and dated MANDATORY

1 electronic copy of List of Board of Directors including member names, roles and responsibilities

MANDATORY upon due diligence. Please note that not submitting at this time may affect your review team score.

1 electronic copy – Agency policies on conflict of interest, nepotism, hiring practices or statement if agency does not have these and why.

MANDATORY upon due diligence. Please note that not submitting at this time may affect your review team score.

1 electronic copy – Union concurrence letterMANDATORY if responded “required” in RFQ

1 electronic copy of each-Memorandum of Understanding or alternative formal document between lead proponent and proponent partners

IF APPLICABLE

1 electronic copy of each – Letter of support from clients, neighbourhoods and community groups IF APPLICABLE

1 electronic copy – Supporting evidence of project need IF APPLICABLE

1 electronic copy of each – Supporting documents of proponent or partner experience and expertise to deliver the proposed project IF APPLICABLE

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6. Appendix B: List of additional RFP resources1. RFP Evaluation Criteria2. Other Funder Letter template3. Partnership Letter template4. Budget Policy document for Regional Initiatives (to read, sign and date, only submit

the signed page with electronic submission)5. Contract document templates6. Schedule C forecasting tool

Documents

2. SUBMISSION REQUIREMENTS · Tuesday, June 7, 2016 9:00 AM - 12:00 PM Wednesday, June 8, 2016 1:00 PM - 4:00 PM Regional Wednesday, June 8, 2016 9:00 AM - 11:30 AM 2. Submission