2014 - 2016 OPEN CFP: GUIDE TO CAPITAL PROJECT … · 2014 – 2016 Open CFP: Guide to Capital Project Applications Each of the four application types features a specific application

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2014 • 2019 Homelessness Partnering Strategy2014 • 2016 Open CFP: CAPITAL

METRO VANCOUVER

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

JULY 22

2014APPLICATION GUIDE

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 )

2014 - 2016

OPEN CFP: GUIDE TO CAPITAL PROJECT

APPLICATIONS7 / 2 2 / 2 0 1 4

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JULY 22


2014 – 2016 Open CFP: Guide to Capital Project Applications

Each of the four application types features a specific application form. This Application Guide is specifically for capital project proposals and the related forms: Form 2A –– Application Form, and Form 2B.1–– Capital Project Budget, and Form 2B.2 Five Year Operational Budget.

Table of Contents C1. Capital Call for Proposals Summary 3C2. Eligible Priorities and Activities 5C3. Definitions 6C4. Eligible Costs 7C5. Ineligible Costs 10C6. Guide to Capital Application Forms 11 C6.1 Form 2A Section 2.1 • Lead Applicant Organization Information 11 C6.2 Form 2A Section 2.2 • Business Information 12 C6.3 Form 2A Section 2.3 • Accounting, Insurance, Debts, Lobbying and

Public Service Employee Involvement 13 C6.4 Form 2A Section 2.4 • Legal Signing Officers 14 C6.5 Form 2A Section 2.5 • General Capital Project Information 15 C6.6 Form 2A Section 2.6 • Eligible Priorities and Activities 16 C6.7 Form 2A Section 2.7 • Profile of Intended Populations Served 16 C6.8 Form 2A Section 2.8 • Project Logic 17 C6.9 Form 2A Section 2.9 • Project Narrative 19 C6.10 Form 2A Section 2.10 • Applicant Qualifications & Sustainbility Plan 20 C6.11 Form 2A Section 2.11 • Capital Project Property Profile 22 C6.12 Form 2A Section 2.12 • Matching Contribution and Partnership Summary 24 C6.13 Form 2A Section 2.13 • Declaration 25 C6.14 Form 2B.1 • Capital Budget 26 C6.15 Declaration 27 C6.16 Form 2B.2 • Five-Year Annual Operating Budget 27 C6.17 Appendix A • Submission Checklist 29C7. Considerations for Capital Project Applicants 33C8. Proposal Evaluation Criteria 36

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Funding Objective: To implement the approved 2014 – 2019 Homelessness Partnering Strategy Community Plan for the Metro Vancouver region. (See HPS CFP General Guide I & II and below for applicable priorities and activities)

Eligible HPS Community Plan Priorities:

• To preserve or increase the capacity of facilities used to address the needs of people who are homeless or at imminent risk of homelessness

Eligible Activities: • Construction, renovation and purchase of transitional housing facilities, permanent supportive housing facilities and non-residential facilities (e.g. drop-in centres and multi-service centres)

• Purchase of furniture, equipment and/or vehicles• Renovation of emergency shelters

Intended Beneficiaries of Activities:

Homeless or at imminent risk of homelessness. (See Call for Proposals HPS CFP General Guide II: Eligible Populations, Communities, and Program Definitions)

Eligible Project Implementation Period: JANUARY 1, 2015 – SEPTEMBER 30, 2016

Maximum Funds Available: Jan-Mar 2015 Approximately $ 1.4 M Apr-Mar 2016 Approximately $ 1.4 M Apr-Sep 2016 Approximately $ 1.4 M

Eligible Applicant 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. Continues on next page

C1. Capital Call for Proposals Summary

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Other Eligible Factors: Minimum amount of HPS funds requested per proposal: $50,000 (see criteria below)

Joint Submissions Joint submissions, partnerships and coalitions are encouraged and if awarded funding, require that a single party take responsibility for the contractual relationship with the GVRD-CE as set out in the Contribution Agreement. This arrangement must be defined in the Application Form and supported with partnership letters.

Deadline for Applications: 4:00 PM SEPTEMBER 5, 2014 (See HPS CFP General Guide I and below for submission requirements)

Further information: Application Guide attached and information session for each funding category offered from AUGUST 7 - AUGUST 22 2014. Register at [email protected]. Details below.

PLEASE NOTE: The HPS eligible priorities are organized into four application categories:

This guide is specific to the Capital Projects HPS application category. For Application Forms and Guides for other HPS-eligible activities, visit:

http://www.metrovancouver.org/planning/homelessness/

CFP INFORMATION SESSIONS (BY FUNDING CATEGORY) Information sessions for each application category will be offered

AUGUST 11 – AUGUST 22, 2014. It is strongly recommended that prospective applicants attend the information session of their specific funding category or categories. Registration required by August 1. To register, please write to [email protected] with “HPS CFP Info Session Registration” in the subject line with the application area(s) you are interested in, your name, organization and the number of people who will attend. Full list of dates and application categories

available at http://www.metrovancouver.org/planning/homelessness/

STRONGLY RECOMMENDED • REGISTRATION REQUIRED by August 1st

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Capital Project *Information Session Registration: [email protected] Subject Line: HPS Capital Information Queries contact: [email protected] Electronic Submission of Application: [email protected] Subject Line: HPS Capital Application Submission

Information Session Registration

*REGISTRATION REQUIRED by August 1st.

C2. Eligible Priorities and ActivitiesThis application type is specific to the HPS Community Plan priority:

“Preserve or increase the capacity of facilities used to address the needs of people who are homeless or at imminent risk of homelessness”.

This priority aims to enhance or build transitional housing units, permanent supportive housing units, non-residential facilities and enhance existing emergency shelter facilities. New emergency shelter facilities and affordable housing are not eligible for HPS funds. Preference is given to projects which will support a Housing First approach. Eligible activities include:

• Construction, renovation and purchase of transitional housing facilities, permanent supportive housing facilities and non-residential facilities (e.g. drop-in centres and multi-service centres)

• Purchase of furniture, equipment and/or vehicles• Renovation of emergency shelters

Renovation includes:• Renovating an existing facility for upgrades and/or to meet building codes• Repurposing an existing property to create transitional housing and/or permanent

supportive housing• Expanding an existing facility

New construction includes:• Purchase of a property for future new construction• Building a facility in an empty lot (e.g. foundations)• Tearing down an existing facility and building a new one

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To apply for funds to implement a capital project, it is strongly encouraged to register for the appropriate information session held between August 11 - 22, 2014 at [email protected] and applicants must download the HPS Capital Application Forms, Guide are available here:

http://www.metrovancouver.org/planning/homelessness/

Documents explain minimum eligibility requirements, proposal evaluation criteria and guide to completing the respective forms.

C3. DefinitionsFull HPS definitions are available at http://www.metrovancouver.org/planning/homelessness/ in the 2014 HPS CFP General Guide II: Eligible Populations, Communities, and Program Definitions.

Permanent Supportive Housing – Housing that includes supports and services, and where there is no maximum length of stay. Clients in these facilities have tenancy rights. The support services are linked to the housing itself and are incorporated into the operations of the housing. Staff members usually work in the facility to provide support to residents. Services depend on clients’ needs and are provided to help residents maintain independence and stability to promote social integration. Permanent supportive housing may either be provided in scattered-site housing or congregated in one location. Permanent supportive housing is an appropriate intervention for Housing First clients.

Affordable housing is not eligible for HPS funds. The following are the key differences between permanent supportive housing and affordable housing:

• Supports: Permanent supportive housing is a facility that has support services delivered and/or located in the facility. These supports are necessary for some clients to remain housed and not fall back into homelessness. On the other hand, affordable housing is not connected to supports.

• Clients: In general, permanent supportive housing facilities are designed for homeless clients (i.e. who have stayed in emergency shelters, lived on the street or places unfit for human habitation). Affordable housing is designed for a larger population to address issues related to low income and the relative high cost of housing. Therefore, clients in affordable housing are not only homeless, but also from groups who are not homeless, such as individuals living with low-income.

• Priority of access: As permanent supportive housing is designed for homeless clients, homeless people are prioritized for access to permanent supportive housing, but they are not systematically prioritized for affordable housing.

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Transitional Housing is defined as housing facilities that provide services beyond basic needs and that, while not permanent, generally allow for a longer length of stay than emergency housing facilities (up to three years). These facilities offer more privacy to residents than emergency housing. Transitional housing is targeted to those in need of structure, support, and/or skill-building to move from homelessness to housing stability, and ultimately to prevent a return to homelessness. Transitional housing can be used with Housing First clients on a temporary basis (maximum 3-4 months) while permanent housing is being secured.

Emergency Shelter – Facilities providing temporary and short-term accommodation (from a few days up to six months) to individuals and families who are experiencing homelessness; it may include supports such as food, clothing and counselling. Typically these facilities provide single or shared bedrooms or dorm-type sleeping arrangements that can include seasonal beds/mats. Emergency shelters may also include motels and other types of temporary sheltering facilities.

Non-Residential Facilities – Facilities that provide services to meet basic needs and/or provide services to promote the longer-term stability of individuals and families who are homeless. Examples include food banks, soup kitchens, drop-in centres, multi-service centres and counselling centres.

C4. Eligible CostsThe only capital costs or expenditures that will be considered during this call for proposals are those related to the preservation or increase in the capacity of facilities used to address the needs of people who are homeless or at imminent risk of homelessness.

For the purpose of this Call for Proposals, “Capital Assets” include the cost of purchasing, building, renovating or making additions to shelter space, permanent supportive or transitional housing facilities, and non-residential facilities. This cost broadly includes the cost of (a) acquisition and servicing (otherwise known as pre-development costs), (b) development, (c) construction or renovation, and (d) assets related to the property acquired or developed.

The following expenditures will be considered for reimbursement under these six cost categories:

Please see table starting on next page

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C O S T C AT EG O RY EL I G I B L E E X P EN D I T U R E S includes but is not limited to:

Pre-development (land/ building purchase)

1. Land purchase (market value)

2. Building or facility purchase (permanent supportive housing, transitional housing and non-residential facilities only)

3. Appraisal fees

4. Legal fees 5. Offsite service costs 6. Security (pre-construction) 7. Soil remediation cost 8. Survey fees 9. Title fees 10. Inspections

Pre-development (Demolition)

1. Demolition Contract 1 a. Project Manager2. Demolition Contract 2 a. Construction Manager3. Demolition a. Labour

b. Materials c. Equipment d. Services4. Offsite services costs5. Survey Fees6. Soil Remediation Costs

Pre-development (Servicing)

1. Consultant fees (design) a. Architect Contract b. Structural c. Electrical d. Mechanical e. Landscape f. Building Envelope g. Code Consultant h. Civil Consultant2. Environmental fees

3. Municipal fees a. Building permit b. Development cost

charges c. Development permit d. Municipal. connection fee e. OCP/Rezoning Appl. f. Regional development

cost g. Subdivision application4. Inspections5. Legal Fees

Development 1. Audit charges2. Consultant fees a. Development Consultant b. Geotechnical c. Surveyor d. Topographical surveyor e. Cost consultant f. Environmental consultant g. Hazardous materials

consultant h. Arborist3. Inspection fees

4. Insurance cost (course of construction)

5. Insurance cost (errors and omissions)

6. Signage cost7. Society’s organizational

expenses (or Organizational Infrastructure Cost or Centralized Administrative Costs, which cannot exceed 15% of the proposed HPS funds, subject to conditions)

8. Society’s legal fees

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C O S T C AT EG O RY EL I G I B L E E X P EN D I T U R E S includes but is not limited to:

Facility Construction/Renovation/Expansion/

Repurposing

1. Construction Contract 1 a. Project Manager2. Construction Contract 2 a. Construction Manager3. Construction Contract 3 a. Design-Build Contract4. Construction a. Labour b. Materials

c. Equipment d. Services e. Utilities i. Gas connection fees ii. Hydro connection fees iii. Cable connection fees iv. Phone connection fees f. On-Site Security5. Soil Remediation Costs

Capital Assets (Equipment/ Vehicle/Furniture)

1. Stove2. Fridge3. Laundry equipment4. Kitchen facilities5. Common area furnishings6. Office equipment7. Vehicles

(For 2014 CFP, not eligible as stand-alone activities. Assets only eligible as part of a larger project.)

HPS funds may be also proposed for the following capital project costs:

“Organizational costs” include:

Where the applicant is proposing that its own organizational staff and/or organizational resources are contributed directly to the capital project, wages, MERCs and benefits of the applicable staff may be referenced. For example, an Executive Director providing oversight to the hiring of capital project consultants may be referenced. In all cases, any organizational staff referenced in the application budget Form 2B.1 Capital Project Budget must correlate to the details broken down in the relevant sections and supporting documents. Details must include rates of pay, number of hours per week and period of time that the cost is applicable. Resumes must be submitted of related organizational staff to demonstrate capacity of the individual to fulfill the need of the role, similar to requirements of contractor qualifications. Related costs include wages as detailed above, MERCs and Benefits as detailed below.

Mandatory Employment Related Costs (MERCs), which refer to payments an employer is required by law to make in respect of its employees, such as EI and CPP/QPP premiums, workers’ compensation premiums, vacation pay and Employer Health Tax; and

Benefits, which refer to payments an employer is required to make in respect of its employees by virtue of company policy or a collective agreement. Examples of Benefits include contributions to a group pension plan or premiums towards a group insurance plan.

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“Capital Assets” includes pre-development costs: purchase of property for building a facility or purchase of buildings for enhancement or construction of new transitional housing units, permanent supportive housing units, non-residential facilities or enhancement to existing emergency shelter facilities. Purchase of facilities for emergency shelters is not eligible. Also included, as part of larger capital projects only: the purchase of furniture, equipment or vehicles for facilities affected by capital activities. Proposals must demonstrate a minimum of $50,000 of HPS required for the activities, excluding taxes, including facilities. Purchase of furniture, equipment or vehicles are not eligible as standalone activities.

“Facilities” Capital projects only: includes pre-development costs: demolition or other pre-development costs, development costs, new construction, renovating, expanding, or repurposing of permanent supportive housing, transitional housing facilities, and non-residential facilities (e.g. drop-in centres and multi-service centres). Also included is the cost of renovating or expanding existing emergency shelter facilities (new construction or purchase of emergency shelters is not eligible). Please note: “Facilities” will only be considered in capital project proposals. Proposals must demonstrate a minimum of $50,000 of HPS funds required for the activities, excluding taxes.

C5. Ineligible CostsUnder the HPS, ineligible costs include, but are not limited to:

• Building, renovating or repurposing facilities for affordable housing• New construction or purchase facilities for emergency shelters• Emergency housing funding (e.g. rent subsidies, housing allowances) when the client is

supported by existing provincial / territorial and municipal rent subsidies programs;• Costs associated with activities or supports that take place on-reserve;• Costs associated with the direct purchase, rental, leasing or the operations of social or

affordable housing that is not supportive or transitional in nature;• Employability activities normally provided by other Government of Canada programs

(i.e., Youth Employment Initiatives, and Employment Benefits and Support Measures);• Direct cash payments to people who are homeless or at-risk of homelessness;• Software development and/or the purchase of hardware for the collection and

management of homelessness data that constitutes a redundant use of funds and duplicates activities already offered through the Homeless Individuals and Families Information System (HIFIS) software; and

• Software development and/or the purchase of hardware for the collection and/or management of homelessness data that results in an inability to participate in the National Homelessness Information System. For example, costs for:

› Purchasing alternative software that performs similar functions to the HIFIS software;› Purchasing alternative software that is unable to export shelter data to the

National Homelessness Information System initiative.

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C6. Guide to Capital Application Forms

C6.1 • Form 2A Section 2.1 • Lead Applicant Organization Information

This section captures all the basic information about the lead applicant organization. If you have ever applied for HPS funding, much of the information required here is the same as was required during the previous application.

I T EM E X P L A N AT I O N

Organization Type Indicate whether the lead applicant 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 applicant qualifications section in form 2A.

Legal Name Enter the legal name of the organization that will be the contract holder with the GVRD, should the proposal be approved.

Mailing Address Enter the mailing address of the sponsoring organization. This address would also be used for correspondence regarding the proposed project.

Unit number Enter the suite, floor or other sub-address.

Website Provide the relevant organizational website address.

Organization’s email address Provide the general email address of the sponsoring organization.

Contact Name Provide the name of the person to be reached to discuss the project described in the application. This should be a person who knows the details of the application and can answer all questions and not just some.

Contact title Provide the position title of the Contact Name given above.

Contact email address Enter the email address for the contact person.

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C6.2 • Form 2A Section 2.2 • Business Information

This section gathers information to verify the legal status and profile of the applicant and union obligations.


Incorporation number Enter the registration number given by the BC Corporate Registry when your organization was incorporated.

Society Number If you are a registered society, enter here the number you were given when you registered your society under the Society Act of BC.

Incorporation date Enter the date when the sponsoring organization was incorporated.

Business number (Canada Revenue Agency)

Enter the business number you were given when you registered your organization with Canada Revenue Agency.

GST Number & GST rebate percentage

Most registered non-profits are eligible for a public service (PSB) rebate on the federal part of the GST, paid or payable on eligible purchases and expenses. Similarly, most non-profits are eligible for a rebate of the provincial part of the GST, if they are residents of a participating province. If you are eligible for such rebates, enter the net percentage of your GST payable.

In cases where the lead applicant does not have a GST rebate percentage, they must initiate the necessary processes with CRA to determine their rebate percentage. If it is still not known at the time of submission, applicants are to enter a zero value. During due diligence, CE staff will follow up with applicants on the final rebate percentage.

Registered Charitable Tax Number

Enter the charitable tax number you received from Canada Revenue Agency for income tax purposes when you registered with them as a registered charitable organization.

Number of employees Enter the total number of employees under the payroll of the sponsoring agency, including management.

Is your organization

unionized?

Indicate whether your organization has a going contract with a registered labour union. If some segments of organizational staff are unionized and others not unionized, select the most appropriate answer given the activities proposed, or simply answer ‘yes’ and clarify in the next question as to whether concurrence is required.

(Where some or all staff of an applicant organization is unionized, there may be a requirement in the collective agreement to have the support of the union to expend a program or service delivered by the organization. Therefore the HPS CE requires this be determined upon submission of the application).

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If yes, is a union concurrence required for this project?

Indicate whether your organization has an ongoing contract with a registered labour union as related to the proposed project.

If yes, have you obtained union

concurrence?

If you respond “yes” to the above question, then please submit a copy of documentation of the union’s concurrence with the HPS funding proposal with your application.

C6.3 • Form 2A Section 2.3 • Accounting, Insurance, Debts, Lobbying and Public Service Employee Involvement

This section describes how the lead organization accounts for its funds, the insurance the organization has in place, any debts owed to a department or agency of the Government of Canada, as well as the lobbying activities of any member of the organization. The purpose of this section is to gauge the systems the applicant has in place to manage funds, how the organization manages its debts, and the disclosure of lobbying to ensure that no conflict of interest will arise as a result of receiving HPS funding.


Is your accounting done internally or externally?

Indicate whether your organization’s accounting is done internally or externally.

External accounting details Provide the name of the firm, contact and telephone number in case of external accounting.

Manual or computerized accounting system

Select whether your organization’s accounting system is done manually or using computer software.

Name of accounting software Where accounting is done with a computer, please provide the name of the software.

Organization Fiscal year-end Indicate the month and day of the fiscal year end of your organization.

Does your organization contract external auditors to

conduct financial audits?

Indicate whether your organization arranges external audits of its own finances. If yes, provide copy of last financial audit with application. If no, provide most recent fiscal year balance sheet or revenue and expense statement.

In the past three (3) years, has your organization

been reviewed, audited or investigated by the federal

government, provincial government or another

public body created under the law of a province?

A sub-project cannot be funded unless the organization demonstrates that it applies sound financial management practices and respects the highest level of integrity.

If a review, audit or investigation conducted by the federal government, the government of a province or a public body created under the law of a province in the previous 3 years has concluded that there were irregularities in the organization’s financial management practices or raises integrity issues, then this criteria is not met, unless the irregularities and issues have been resolved and measures have been put in place to prevent reoccurrence.

As with all information provided in applications, responses will be verified through due diligence before funding decisions are made.

Please include supporting documents attesting to any measures taken to resolve any irregularities and issues found, where applicable.

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Liability insurance

Indicate whether your organization has liability insurance, and if so, state the amount of coverage. There is a requirement that HPS-funded applicants must have $5,000,000.00 in liability insurance. Should the application be successful, Metro Vancouver will have to be added to the insurance riders.

Workers Compensation Premium Rate

Please provide the rate per $100 of your organization’s worker compensation premium rate

Do you owe any amount to a Government of Canada

department or agency?

Declare any debts of the lead applicant owing to Canada, here. If any debts to Canada are owed, specify the Department, type of debt and amount owing in the table below. Below the table, describe the nature of the debts to Canada.

Are you presently a registered lobbyist?

All applicants are responsible for ensuring that any person lobbying on their behalf is registered with the Office of the Registrar of Lobbyists pursuant to the Lobbyists Registration Act. Further details are provided in the form.

Has there been any involvement of past federal government public servants

in the preparation of this proposal?

Applicants are responsible for declaring involvement of past federal government public servants in the preparation of their proposals as per the Values and Ethics Code for the Public Service. Choose from the applicable response from the drop down menu.

C6.4 • Form 2A Section 2.4 • Legal Signing Officers

Please refer to your letters of patent or other incorporation documents to assess who is eligible to sign documents on behalf of your organization.

Specimen signatures will be used to determine whether expense claims, and cheques provided by the organization are binding.


BINDING SIGNATORIES: How many signatures are required

to bind the agreement?

Enter the number of signatures required to bind an agreement with your organization.

BINDING SIGNATORIES: For each of these signatures, please provide the following

Enter the position title and name of each signatory required to bind an agreement. Original signatures are not necessary for the electronic submission, but printed copies of HPS funding applications MUST be signed.

REIMBURSEMENT CLAIM SIGNATORIES: How many

signatures are required to for reimbursement claims?

Enter the number of signatures required to claim reimbursement with your organization.

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REIMBURSEMENT CLAIM SIGNATORIES: For each of

these signatures, please provide the following

Enter the position title and name of each signatory required to claim reimbursements. Original signatures are not necessary for the electronic submission, but printed copies of HPS funding applications MUST have original signatures of the named signing authority.

CHEQUE SIGNATORIES: How many signatures appear on

your organization’s cheques?

Enter the number of signatures appearing on your organization’s cheques.

CHEQUE SIGNATORIES : For each of these signatures, please provide the following

Enter the position title and name of each signatory appearing on your organization’s cheques. Original signatures are not necessary for the electronic submission, but printed copies of HPS funding applications must have original signatures of the named signing authority.

C6.5 • Form 2A Section 2.5 • General Capital Project Information

This section gathers general information about the activities proposed for HPS funds. Applicants may submit additional supporting documents to elaborate on the full scope of the non-HPS funded aspects of the project.


Project Name Enter the specific name the sponsor has approved for the project proposed for HPS funds.

Type of Capital Project Select from the drop down menu of eligible project types the type of capital project you are proposing for HPS funds.

Expected start date Enter the start date of the HPS – funded portion of your project only. HPS-funded portion cannot start earlier than January 1, 2015.

Please note that HPS does not provide funding retroactively. Funding will only be provided for costs incurred after a contribution agreement has been signed between GVRD and the applicant.

Expected end date Enter the end date of the HPS-funded portion of your project only. HPS funded portion cannot end later than September 30, 2016.

Location of project activities Indicate the community or municipality where the project activities will be conducted.

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C6.6 • Form 2A Section 2.6 • Eligible Priorities and Activities

This section gathers information about the proposed activities for HPS funds as per the priorities in the HPS Community Plan and eligible activities and costs for HPS funds.


Eligible activities Select from the list provided the HPS-eligible activities proposed for HPS funds. Select eligible activities in each facility type that apply to your proposal.

Please note: In the interests of prioritizing broad implementation of HPS Community Plan priorities, smaller scoped capital projects requiring less than $50,000 or proposing furniture and equipment as standalone activities are not eligible.

# of beds created with HPS funds

Enter the # of beds you will create using HPS funds per facility type chosen.

# of beds enhanced with HPS funds

Enter the # of beds you will create using HPS funds per facility type chosen.

C6.7 • Form 2A Section 2.7 • Profile of Intended Populations Served

This section gathers information about the populations served by the project as outlined in the HPS Community Plan.


Housing status Select the appropriate client type(s) that will be served by the facility or upon completion, according to the client’s housing status. See General Guide II.

Gender Select the appropriate client type(s) that will be served by the facility or housing upon completion, according to the client’s gender. (this should be based on client’s self-disclosure.)

Ages Select the appropriate client type that will be served by the facility or housing upon completion, according to the client’s age range.

1A. Does your project intend to serve Aboriginal clients

exclusively?

If the facility affected by the capital project will serve Aboriginal clients only, select ‘yes’, and proceed to questions 1b and 1c. If the facility will serve Aboriginal and non-Aboriginal clients, select ‘no’ and leave questions 1b and 1c blank.

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1B. If yes, describe identified needs of the Aboriginal

community, and how the facility affected by the

proposed project responds to those needs.

If the facility will serve Aboriginal clients only, describe evidence of the needs of Aboriginal clients, and how the facility responds to those needs. Where possible, refer to any consultation, engagement or research with clients and/or Aboriginal community representatives.

1C. If yes, describe evidence of your organization’s or your partner’s capacity to respond

to the specific needs of the Aboriginal community.

If the facility will serve Aboriginal clients only, describe evidence of your organization’s or partner organizations’ capacity to meet the unique needs of Aboriginal clients.

2. Is your project designed to benefit or involve

French-language minority communities?

If your proposed project will benefit / involve official language minority communities, you should answer ‘Yes’ to this question and ensure that this is listed and described in your answer to “Project Objectives” in section 2.8 of the application form.

3. Please describe any other characteristics of

the intended population to be served by the capital

project. For example: family characteristics, veterans,

health needs, other unique needs.

Enter other profile information clients to be served by the facility. This includes

• Family characteristics: parents with dependent children, single parents with dependent children, expecting mothers, adult couples without dependent children.

• Health needs: living with addictions, mental illness, infectious diseases (for example AIDS/HIV), developmental disabilities / brain injury, other physical disabilities, fleeing domestic violence

• Veterans• Individuals with other unique needs

C6.8 • Form 2A Section 2.8 • Project Logic

This section captures brief project details in a way that links the proposed activities with inputs and outputs. Additional space is provided at the bottom for any additional brief and pertinent inputs, activities and outputs. Full narrative to be given in the subsequent section.


Brief Project Description of

Capital Project

Briefly summarize the proposed capital project. A longer summary may appear in the next section. Include key details such as facility type, target population, renovation, new construction, purchase, demolition, expansion, repurposing, purpose of the activity, # of beds created or enhanced and any other intended short and medium term outcomes.

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Capital project objectives

Briefly outline the project objectives, for example how many units and beds created or enhanced, types of clients served (e.g. official language minorities) and qualify the enhancement, added facilities, and/or improvement to client service.

Inputs Describe any resources directly relevant to the proposed capital activity here. Do not include any resources that are proposed for HPS funds. Resources mentioned here must be the same as descriptions of matching contributions and partnerships in Section 2.12 of Form 2A, and matching contributions in Form 2B.1 Section B.

Activities Proposed for

HPS Funds

Select from the drop down menu the eligible activities proposed for HPS funds. Do not include activities that are paid 100% from other funding sources.

Project Outputs &

Timeline

Summarize the outputs anticipated from activities proposed for HPS funds. For each output, give a start date and end date of the activity. Multiple outputs may be applicable to one eligible activity. Summarize all outputs per activity in one box. If the proposed activity involves the purchase of a new facility, reference the timeline to conclude negotiation and removal of any conditions or subjects if working with a realtor. Please note, reoccupancy or occupancy is not required by September 30, 2016. The HPS-funded portion of the project must be concluded by September 30, 2016. Several examples briefly summarizing possible capital project logic models:

ACTIVITY: Pre-Development: Land/building purchase TIMELINE: 01-01-2015 – 01-02-2015 OUTPUT: Offer of purchase submitted, subjects removed, land purchased.

ACTIVITY: Pre-Development: Other TIMELINE: 01-02-2015 – 01-07-2015 OUTPUT: Architectural designs created for new transitional housing facility,

building permits secured.

ACTIVITY: Development TIMELINE: 01-07-2015 – 01-09-2015 OUTPUT: Consultant engaged, inspections completed

ACTIVITY: Facility construction/renovation/expansion/ repurposing TIMELINE: 01-09-2015 – 01-05-2016 OUTPUT: 10 unit transitional housing facility constructed.

ACTIVITY: Other TIMELINE: 01-06-2016 – 01-07-2016 OUTPUT: Project completed, facility occupied

ACTIVITY: Pre-Development: Demolition TIMELINE: 01-05-2015 – 15-05-2015 OUTPUT: Tenant disruption mitigation plan implemented, Non-residential facility

prepared for repurposing

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ACTIVITY: Pre-Development: Other TIMELINE: 01-05-2015 – 01-06-2015 OUTPUT: Architectural drawings created for repurposing, qualified contractors

engaged through competitive process

ACTIVITY: Facility construction/renovation/expansion/repurposing TIMELINE: 01-06-2015 – 01-08-2015 OUTPUT: Non-residential facility repurposed to create 7 permanent supportive

housing units

C6.9 • Form 2A Section 2.9 • Project Narrative

This section provides the sponsor the opportunity to provide further detail outlining the proposed capital activities and HPS-funded portion.


Please describe the project including objectives, short

to medium to long term outcomes, and any

indicators of success.

Briefly describe the project and its objectives, outcomes and indicators.

Indicate what you expect to achieve during the period when the HPS funded activities are taking place. Indicate how you will monitor your project and report its performance. Please note that HPS-funded initiatives will require reports for reimbursement of project expenses.

For example, if your project is a renovation, the objectives could be general improvements, energy efficient upgrades or conversions, and modifications for persons with disabilities. Short to medium term outcomes would include reduced operating costs, increased capacity to serve persons with disabilities. Long term outcomes would include cost savings invested in programming improvements, reduced homelessness among persons with disabilities.

Append additional documents for broader explanations or project descriptions.

What is the need or gaps in homelessness solutions in Metro Vancouver that this

project aims to fill?

Describe the need that this project/facility aims to address. Reference information specific to Metro Vancouver or the sub-region of the project, and any empirical evidence of the need or gap. Empirical evidence includes needs analysis, research, and consultation with stakeholders such as clients specifically in Metro Vancouver. The more objective and prevalent the research or evidence, the better for the applicant. Recommended libraries include those of the Homeless Hub and the Mental Health Commission of Canada.

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How will your proposed project be an effective means to address these needs/gaps

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 either from your agency or agency similar in nature)

Are any disruptions to tenants anticipated as a result of the

proposed activities?

Indicate whether disruption is anticipated. “No” Responses will be assessed in review and during due diligence. If “yes”, indicate how you will manage existing tenants who will be affected by the development of the project. Include details such as where tenants/clients will be relocated to and for how long. Clarify any plans of phased renovation and how impact to tenants will be mitigated.

HPS funding is ineligible where any risk of increase to homelessness results from the proposed activities.

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?

Describe any past or intended measures to involve the groups described. For example, consultations or research with, or led by, people with lived experience, clients, neighbourhood or community groups, and other stakeholders.

C6.10 • Form 2A Section 2.10 • Applicant Qualifications and Sustainbility Plan

This section gathers information to evaluate the capacity of the applicant or applicant group to successfully deliver the proposed activities and sustain the operations of the affected facility after completion.


Please describe why and how your organization, and if

applicable, partners in your application 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. Provide 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 capital projects by your organizations and/or partners.

Any reference to partnerships must be verifiable. Please attach a partnership declaration letter for each partner referenced in the application using the template provided in Appendix A of the General Application Guide.

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Year in which last capital project was undertaken

If applicable, enter the year in which your organization completed its last capital project (whether HPS-funded or not). If not applicable, proceed to question 2 of this section.

Briefly describe the nature of the last capital project

If your organization has completed a capital project, describe the type (renovation, construction, purchase) of the capital project, and the short term outcomes. Summarize details such as location, size of the project and the cost.

Does your organization have experience in property

management, or contract property management

services?

Select the option “yes” or “no” as applicable to your organization. In both cases, provide details as follows:

If yes, describe the extent of your organization’s experience in managing property in terms of the type and number of properties managed, and the length of time of property management experience.

If no, summarize the plans and provisions made in the proposed capital project to engage a competent property management firm to manage the project after construction.

Sustainability Plan Summarize the details of your Sustainability Plan for the life cycle of the proposed capital project. A detailed Sustainability Plan of approximately 500 words must be attached to the electronic and hard copy of your HPS capital funding application. An exit strategy is not applicable for HPS-funded capital projects.

The sustainability plan is the most heavily weighted criteria in the application, and must address the following points:

1. Matching project funding: summarize all matching funds, any risk to funding not being available, and the strategy to address that risk. Matching funding must be verifiable. Please submit partnership letters as per the template provided in Appendix A of the General Application Guide I, which requires for all part-nerships and matching fund contributors and in-kind contribu-tors to state their name, contact person, amount contributed – cash or dollar equivalent – and use of funds. For internal matching funds (cash or in-kind) please submit documentation of funding put forward as a matching contribution to your HPS application.

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.

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3. Five year annual operational budget: In case of any anticipated deficits in the Projected Five Annual Year Operational Budget in form 2B.2 you’re your sustainability plan must address this. Explain your strategy to manage unanticipated deficits. For ex-ample, if additional staff and services are required, how would those costs be addressed? All reported contributions to the Five year annual operational budget in Form 2B.2 must be verifiable with supporting documentation provided with the application from the donor or funding sources.

Please note: Contributions to the five year annual operating budget are not included in the calculation of matching contributions. HPS funds may not be proposed for operational costs in a capital proj-ect.

Relation to other criteria: Projects must have in place at minimum a 1:1 matching contribution amount. Projects with a higher matching contribution amount than the requested HPS funds will be scored higher. Projects must present matching contribution documentation and provincial concurrence documentation to satisfy provincial alignment, matching contribution and sustainability criteria.

C6.11 Form 2A Section 2.11 • Capital Project Property Profile

This section is to gather details on the profile of the property of the proposed capital activity. Much of this information will come from Land Titles or municipal sources, as well as from the project manager, contractor or architect.


Location of proposed project Provide as much detail as possible on the address of the location of the proposed capital project activities.

Ownership Indicate whether the property described above is owned by your organization. This information should be consistent with the details in the Land Titles for the property. If owned, indicate whether a lien or mortgage is on the property. This information should be consistent with information in Form 2B.2 “Projected Five-Year Annual Operating Budget”. If not owned, indicate whether it is rented or leased, and the monthly payment. This should be consistent with the Operating Expenditures portion of Form 2B.2.

Legal description of property Enter the information requested as it applies to the property described at the beginning of section 2.11. This information should be consistent with the details in the Land Titles for the property.

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Physical dimensions of property

Enter the information requested as it applies to the property described at the beginning of section 2.11.

Insurance documentation is required.

Land use Land use information is best provided in consultation from the municipal government of the municipality where the project is located. Select from the drop down menu whether rezoning is required for the proposed capital activities. If required, rezoning applications must be submitted or rezoning completed. If submitted but not approved, provide the anticipated timeline for approval, and supporting documentation of the application (copy of application with date submitted).

Approvals and permits This information is best provided in consultation with the Development Services department of the municipality where the project is located.

Documentation of all necessary permits and environmental assessments must be submitted with the funding application.

If other approvals or permits are required, please explain the current status of your application(s) and indicate the date that the approvals or permits are expected. Submit a copy of any submitted permit / approval application with this Application Form.

If you do not have all the required permits to proceed, your application is still eligible however it may affect its ranking among other applications.

Amenities Select from the drop down menus the option that is applicable to your proposed project location.

Project amenities speak to the location of the project and whether prospective tenants who will not have access to a vehicle can easily access community amenities such as schools, grocery stores and medical facilities.

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C6.12 • Form 2A Section 2.12 • Matching Contribution and Partnership Summary

This section gathers information summarizing the matching cash and in-kind contributions for the activities proposed for HPS funds. This information should be consistent with the supporting documentation provided regarding partnerships and matching contributions in the template provided in Appendix A, the inputs summarized in the logic model in section 2.8 and in Forms 2B1 and 2B.2.

ITEM EXPLANATION

Total amount of HPS funding requested

Enter the total amount of HPS funds requested for the proposed project. This value should be the same as the total budget request in Form 2B.1 Capital Budget.

Total matching cash contributions

Enter the total value of all matching cash contributions to the proposed project from all sources (internal and external). This should be consistent with the values entered in the table below “Matching contribution and partnership breakdown”. This should also be consistent with the matching cash contributions entered in Form 2B.1, and all partnership declaration letters from funding partners as per the template in Appendix A of the HPS CFP General Guide I.

Equivalent dollar value of all in-kind contributions

Enter the total value of all in-kind contributions to the proposed project (internal and external). This should be consistent with the values entered in the table below “Matching contribution and partnership breakdown”. This should also be consistent with the matching in-kind contributions entered in Form 2B.1, and all partnership declaration letters from in-kind contribution partners as per the template in Appendix A of the HPS CFP General Guide I.

Where matching in-kind contributions include land or a building, an appraisal report must be submitted to verify the dollar equivalent of the in-kind value of the land or building.

A risk assessment is applied to each proposal which takes into account the balance of HPS to non-HPS contributions, and stability of matching funding or in-kind contributions. Applications which propose to use a mortgage or loan to leverage HPS funds, or HPS funds to leverage a mortgage or loan, will be assessed as “high risk” when evaluated by the review team.

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ITEM EXPLANATION

Matching contribution and partnership

breakdown* (partnership letter

required for each partner)

HPS funds are provided with the understanding that every dollar invested by HPS will be matched (directly or in-kind) by contributions from funding partners in the community. This means that for every dollar of HPS being sought, applicants must have equivalent matching funds in place (direct or in-kind) with confirmation letters from the partners or third parties contributing to the matching funds. Funds from other HPS streams, such as the Aboriginal stream, are not considered matching funds under the HPS Terms and Conditions. Unsecured contributions will not be considered.

For each partner contributing cash or in-kind contributions to the proposed project, enter the organizational name and select from the drop down menu the organization type. Enter the role and responsibility of each contributing partner and the cash or dollar equivalent of their contribution to the proposed project. Include partnership letters as per the template provided in Appendix A HPS CFP General Guide I.

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 engineering services for 20 hours, the hours of the engineering 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.

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 matching contributions in the HPS application forms 2A and 2B).

The total dollar values and list of partners should be consistent throughout the table, in Form 2B.1 and all supporting documents related to matching contributions.

Do not include contributors or partners of the 5 year operational budget. Only include contributors or partners of the capital project proposed for HPS funds.

Total combined value of matching cash and in-kind contributions

This value should be equivalent or higher than the total requested HPS funds. Projects proposing higher than a 1:1 ratio of matching contributions to HPS funds will be scored higher.

C6.13 • Form 2A Section 2.13 • Declaration

Please ensure that the legal signatories certify that the full application, including supporting documents is accurate and complete. For hardcopy submission, documents must have original signatures of the named signatories. Electronic signatures are not acceptable.

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C6.14 • Form 2B.1 • Capital Budget

The information immediately below explains how to complete Form 2B.1 and eligible and ineligible costs.

Form 2B.1 has been included as part of the application package. The form is in Excel, and the following instructions are important to keep in mind as you fill in the form:

The detail/comments columns must be completed for each cost proposed. Costs proposed must respect the eligible cost categories as per Section C4 “Eligible Costs” above. The details 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. 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.

There are 6 designated cost categories, as described in Section C4 “Eligible Costs” above. All costs must be linked to project activities included in the proposal and to functions that are project specific. Should the project be recommended and approved, any claim for reimbursement of any cost WILL require accompanying invoices and projects will be subject to monitoring and audit.

You are required to provide details for each expenditure item. Describe the eligible expenditure as per Section C4 “Eligible Costs” above and breakdown total costs into unit costs over time (fees per hour, # of hours per month, # of months. The more detail, the better and faster the review committee will be able to assess your proposal).

In a separate supporting document, please attach details of the procurement (e.g. advertisement, competitive bids) process your organization intends to carry out whether by way of tender or contracting in securing professional services (consultants, architects, builders).

Form 2B.1 is to be utilized to show your TOTAL project costs for the entire HPS funding period and is broken up into fiscal quarters to align with the financial year. Section A reflects the HPS portion of the project costs, while Section B refers to the matching funds.

If you require more space to describe a cost, please attach a separate sheet listing the cost category and the related explanation. However, please ensure all attachments are no longer than 2 pages, unless otherwise specified.

In-kind contributionsIn-kind contributions made by your organization or other contributors must have an attached dollar value. For example: If you have 20 volunteer hours, those hours must 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 $10 per hour, the dollar value of the in-kind contribution would be $200.

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In-kind matching contribution examples: donation of land to the project, tax and fee waivers, donated services. In all cases, supporting documentation must be provided to verify the contribution and equivalent dollar value.

The “Breakdown, Details & Explanation” column to the right of the “Total” column is where you can describe the specific use of HPS funds, the unit costs, frequency of the cost and period of time applicable. This should be consistent with Section 2.8 Form 2A “Project Logic” where the areas of your project and associated use of HPS monies is described (e.g. consultant fees, equipment, etc.). If you are in doubt, please don’t hesitate to contact Vancity Community Foundation HPS staff for direction at [email protected] (do not put “application” in the subject line unless submitting a final and completed application).

C6.15 • Declaration

Please ensure that the legal signatories certify that your full application, including supporting documents is accurate and complete. Electronic signatures are not acceptable.

C6.16 • Form 2B.2 • Five-Year Annual Operating Budget

The information immediately below explains how to complete Capital Application Form 2B.2 “Five Year Annual Operating Budget” for the facility affected by the proposed activities. The form is in Excel, and the following instructions are important to keep in mind as it is completed.

The detail/comments columns can be expanded to allow further information to be entered. If you choose to do this, be sure to expand the cell that all the contents are visible. What can be viewed on the screen will be what appears on paper in the printed version. 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.

This form is to be used to show the annual five year operating budget for the facility affected by the proposed activities, following completion of the capital project. It is not an annual budget for the ENTIRE organization. Rather it should show the cost of operating the capital asset or facility for which the applicant is seeking HPS capital funding. As well, revenue DIRECTLY associated with the capital asset should be reported. Where applicable, incremental or changing revenue and costs should be reported.

It is acknowledged that in some situations (such as in the case of a small organization) it may be necessary to show the annual budget for the entire organization to demonstrate the sustainability of the capital project.

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The following is a brief explanation of the Estimated Operating Revenues and Operating Expenses items on Form 2B.2 for which you are expected to provide details. For questions relating to the other items in Form 2B.2, please write to [email protected] (be sure not to write “application” in the subject line).

PLEASE NOTE: Revenues should portray confirmed sources only.

HPS funds are not applicable to the operating budget.

B U D G E T C AT EG O RY A N D I T EM E X P L A N AT I O N

E S T I M A T E D O P E R A T I N G R E V E N U E S

Occupant Rent Contribution Show the annual rent from program clients who will be housed in the building.

Commercial/retail space Show other rent such as from ground floor retail space developed in the project.

Miscellaneous Revenue (e.g. parking, laundry, social

enterprise)

Record other revenue from the facility, such as parking and laundry.

Contributions from partner agencies for support services

Show payments that will be made by program partners, such as provided under your operating agreement.

Applications that propose to use a mortgage to leverage HPS funds, or vice-versa, will be placed into the highest percentile range of risk assessment (and considered ‘high risk’) when being assessed by the review team.

O P E R A T I N G E X P E N S E S

Maintenance/Caretaker Show the cost of hiring a caretaker for the project.

Other List any other staff directly related to the facility.

Financing Costs This is where you report the annual financial cost of the facility. Typically, this is mortgage principal and interest payments made to a lender.

Applications that propose to use a mortgage to leverage HPS funds, or vice-versa, will be placed into the highest percentile range of risk assessment when being assessed by the review team.

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B U D G E T C AT EG O RY A N D I T EM E X P L A N AT I O N

Property Taxes Enter the net property tax cost if any of the affected facility. If you receive a discount, rebate or exemption, remember to account for it.

Building Maintenance Enter the cost of maintaining the building structure, such as window washing, painting, etc.

Grounds Maintenance Enter the cost of maintaining the facility’s grounds.

Service Contracts List any service contracts such as boiler maintenance.

Utilities (specify): gas Enter the cost of utilities such as gas, heating the building and providing hot water for the facility.

Electricity Enter the cost of electricity consumption in the building.

Water & Sewer Enter the cost of water & sewage costs.

Garbage Removal Enter the cost of garbage removal from the building.

Insurance Enter building insurance and not program insurance.

Property management Enter the cost of recruiting a property manager for the building.

Contingency of Vacancy Loss Enter the allowance made for loss of rent.

“Fixed Costs, Administration Expenses, Maintenance, Program Support Expenses, Other Contingency Expenses” :

In case of clarifications or questions specific to these operating expenditures, please write to [email protected] (be sure not to write “application” in the subject line.

C6.17 • Appendix A Submission • Checklist

Please note that this checklist is for applicants’ use only and not for submission. It is intended to ensure that the applicant has all relevant parts of the application filled, and considered all supporting documents. With the exception of design drawings, all pages of the application, including attachments, should be the same size, double sided. Additional items should be in small formats so that they are reproducible for distribution. No additional attachment should be larger than 12 inches by 12 inches.

Applicants MUST submit a sustainability plan and letter of provincial concurrence, as well as other additional supporting documents as described in this guide. A sustainability plan should not be longer than one page.

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Provincial Alignment/ConcurrenceApplicants must consult with the designated BC Housing contact to ensure that their applications are properly aligned with the provincial homelessness capital investments strategy.

Applicants must obtain a letter of support attesting to alignment of their proposed capital project with the provincial homelessness and capital investments strategy.

Designated BC Housing contact: Naomi Brunemeyer

604.456.8849 or [email protected]

List of Application Documents Required upon Submission

D O C U M EN T C L A S S I F I C AT I O N

HPS CFP FORMS

Electronic copy & Signed hard copy Capital Application Form 2A NO PDFs. MANDATORY

Electronic copy & Signed hard copy Capital Application Form 2B.1 “Projected Capital Budget”. NO PDFs. MANDATORY

Electronic copy & Signed hard copy Capital Application Form 2B.2 “Projected Five Year Annual Operating Budget” NO PDFs. MANDATORY

APPLICANT ORGANIZATIO N (S)

Certificate of incorporation MANDATORY

Certificate of insurance MANDATORY

Constitution and bylaws MANDATORY

Organizational mandate, mission, vision OPTIONAL

Annual report MANDATORY

List of Board Members MANDATORY

Partnership letters as per the template provided Appendix A in HPS CFP General Guide I MANDATORY

Union concurrence letter IF APPLICABLE

Documentation of resolution to any financial issues or irregularities found through an audit, investigation or review by the federal or provincial government IF APPLICABLE

Audited financial statement for the last 2 years, or If audit not complete or required by applicant, most recent fiscal year balance sheet or revenue and expense statement. MANDATORY

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PROPERTY • CAPITAL ASSET • ASSETS REPORTED AS IN-KIND CONTRIBUTION

Maps/Photos OPTIONAL

Environmental assessment in accordance with the Canadian Environmental Assessment Act (if not applicable, provide documentation confirming it is not applicable) MANDATORY

Property appraisal and/or market appraisal report.

Required for proposed activities which affect existing properties, involve purchase of a property or proposals that cite matching contributions existing properties or land as matching contributions. An appraisal is required for determining if a property proposed to be purchased with HPS funds would be acquired at fair market value, or if the property is matching HPS contributions in-kind, to verify the dollar value of the contribution. A financing appraisal report prepared by a qualified appraiser is always preferred if the property is to be financed or purchased with HPS funds. This is needed to satisfy the federal government on asset value. IF APPLICABLE

Offer of purchase IF APPLICABLE

CONSTRUCTION • RENOVATION • EXPANSION REPURPOSING

Municipal permits and approvals, council motions, permit / approval application documentation and/or documentation confirming permits not applicable) MANDATORY

Construction quotation with contractor and / or consultant qualifications MANDATORY

Construction Tender IF APPLICABLE

Real property report MANDATORY

Schematics of property (i.e. site plan) MANDATORY

Drawings: Concept, schematic and/or architectural IF AVAILABLE

Maps/Photos OPTIONAL

MLS listing IF AVAILABLE

Building condition analysis.

Applicants seeking funding for major renovations must commission and submit analysis of the condition of the building to ensure that the cost of repairing or improving the building is accurately presented for consideration. The building analysis report and the property appraisal report mentioned above are not mutually exclusive. IF APPLICABLE

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Cost estimate on renovations IF APPLICABLE

Tenant relocation/displacement plan IF APPLICABLE

Property management plan IF APPLICABLE

ALL PROJECTS: Provincial Concurrence, Matching Contributions • Partnerships • Demonstration of Need

Applicants must consult with the designated BC Housing contact to ensure that their applications are properly aligned with the provincial homelessness capital investments strategy.

Applicants must obtain a letter of support attesting to alignment of their proposed capital project with the provincial homelessness and capital investments strategy.

Designated BC Housing contact: Naomi Brunemeyer 604.456.8849 or [email protected]

Provincial concurrence documentation does not guarantee HPS funding, however it does support one of the criteria against which the application is evaluated (see Section C8: Proposal Evaluation Criteria) MANDATORY

Letter of funding or contribution commitment from each partner as per template in Appendix A of HPS CFP General Guide I MANDATORY

Letter of support from clients, neighbourhoods and community groups OPTIONAL

Supporting evidence of project need OPTIONAL

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C7. Considerations for Capital Project ApplicantsFunding to Implement the Project Are all relevant and related project costs identified in the application package and/or sustainability plan?

Are there any time sensitivities in receiving funding to complete the proposed project activities?

The following are minimum cost items to consider according to the scope of your project:

Project Financing Cash, equity, grants, loans, other sources of financing

Project Costs• Land or property acquisition costs: Purchase price, taxes, legal fees, environmental

remediation, survey, inspection, appraisal costs, other disbursement, city/municipal development charges, city/municipal permit fees, city parkland levy, insurance, mortgage, utility fees, consultants and professional fees, architect and engineer fees, other costs

• Construction or renovation costs: Renovation/ conversion/ construction costs, finished basement and/or additional living space, surface parking, landscaping, furniture and equipment, stove and refrigerators, laundry equipment, other equipment

• Organizational costs: Administrative costs, organizational infrastructure costs, staff wages, other related labour costs

• Additional costs: Rent loss during construction, GST, PST, contingency funds.

Do the application package and/or sustainability plan clearly show funding sources to cover the total costs of the project?

• The total amount (in dollars, $) coming from your funding sources should at least be equal to the total cost of your project. This can either be stated in your HPS funding application or sustainability plan.

• If not, you may consider the following options:› Review your project funding and costs for any mistake› Identify additional funding sources and confirm them through official letters

of support› Revise the scope of your project, in order to have costs below the total

amount coming from your funding sources.

Are all funding sources confirmed through letters of support in the application package?Applicants must have a partnership declaration letter as per Appendix A of the HPS CFP General Guide I from each organization providing the funds for the project (usually one letter for each funding source). These letters should be attached with the application. Each letter should clearly identify the funding source, the applicant and activities and / or project components

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to be funded, the amount (in dollars, $) for each funded item, and the schedule of transfers (preferably with detailed day-month-year to day-month-year).

Project ImpactsDo the application documents and/or sustainability plan clearly indicate the impacts of the project (i.e., will there be a need for additional staff or services after completion)?

The HPS funding application and/or sustainability plan should clearly indicate the scope of your project. For example, is the project expected to include one of these activities:

• Construction of a new facility• Conversion/renovation of an existing building• Addition of new beds/units, new or expanded services (more staff or more clients served)• Purchase of land or property• Purchase of equipment, appliance or furniture

In addition your sustainability plan must indicate how the activities will be sustainable five years after the end of your project.

Partnerships & the Five Year Annual Operating BudgetDoes the Five Year Annual Operating Budget clearly identify all partners and indicate support that will be provided by each towards new requirements and impacts of the project?

The Five Year Annual Operating Budget for your project should identify and provide evidence of:

• All partners relevant to your project• All partners relevant to the delivery of services or housing for five years after the end of

the project, if applicable

Most of the funding for operational costs should come from stable funding sources such as:

• Province• Housing corporations• Other Canadian organizations

The total annual amount (in dollars, $) coming from your funding sources should at least be equal to the total operational cost of your project for five (5) years after completion. This should be reported in the sustainability plan for your project, in the form of a five-year annual projected operational budget in Form 2B.2.

Annual Income could include: Government supplement/per diem, government funding, income from rent, income from parking, donation, other grants, or other income.

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Annual Expenditures could include:

• Building operating costs: Maintenance, repairs, materials, utilities, insurance, municipal taxes, vacancy allowance

• Organizational expenditures: Administrative costs, organizational infrastructure costs, staff wages and other related labour costs, support services

• Mortgage and other expenditures

If the annual projected operating budget is not balanced, you may consider the following:

• Review your project operational funding and costs for any mistake• Identify additional funding sources and confirm them through official letters of support• Revise the scope of your project, in order to have the appropriate operational funding

for five (5) years after the project is completed

Fundraising is not normally recognized as a stable funding source unless the organization can show consistent success in raising funds (over a five year period).

Depending on the scope of your project, the relevant partners who could be considered, among others, may include:

• The province• Land owners and developers• Agency, church, or other organization to develop land they own• Development consultants with strong non-profit and development experience• Architects able to design shelters or quality housing within a tight budget• Cost consultants (Professional quantity surveyors) to monitor construction costs from

concept through construction to ensure budgets are maintained• Community agencies who serve homeless individuals and those at imminent risk of

homelessness• Partners who will share space or provide services after completion of your project

For the successful development and implementation of a capital project, the Canadian Mortgage and Housing Corporation (CMHC) also recommends that organizations acquire knowledge in the following key areas: property development, housing management, financial management, raising government and private funds. For more information on items to consider about partnerships, please consult the “Housing Development Checklist” from CMHC (http://www.cmhc-schl.gc.ca/en/inpr/afhoce/tore/lere/lere_004.cfm).

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C8. Proposal Evaluation Criteria The following criteria will be applied to evaluate proposals for capital projects:

Technical Criteria;All proposals will be screened by HPS Community Entity staff to confirm submission requirements have been fulfilled and documents are complete with sufficient information to evaluate the proposal. Staff will also examine the proposal for eligibility of proposed priorities, activities, and costs.

Committee review:Based on the proposal application contents, the Community Advisory Board, or CAB, will review proposals according to the following criteria and scoring: (for details of process and review timeline, see HPS CFP General Guide I)

C A P I TA L P R O J EC T C R I T ER I O N MAXIMUM SCORE

Sustainability: Evidence that the homeless-serving facility affected by the proposed activity has funds in place to be operational for a five year period after the end of the HPS funded project. Evaluated by information provided in Form 2B.2 Five Year Annual Operational Budget, the applicant’s Sustainability Plan, verifiable matching contributions, and provision of provincial concurrence documentation. All documentation subject to verification in due diligence by CE.

30

Provincial Support or Concurrence: Confirmation of concurrence from the provincial housing agency (BC Housing), that the project is in keeping with the overall provincial capital investment plan for addressing homelessness. Both a letter from the designated BC Housing contact and feedback from provincial representatives on the CAB review team will be used to assess this.

20

Permits and approvals: Demonstration that consideration has been given to the procurement of all permits and approvals for the proposed project, including permits and licenses, where appropriate.

15

Viable Project Phases: Phases necessary to successful completion of the proposal are presented in the timeline, with sufficient time allocated to each phase. 10

Community need and HPS Community Plan alignment: Proposal clearly demonstrates the need for the proposed activity through identification of a gap in facilities for the target population identified in the proposal. Proposal clearly aligns with the HPS Community Plan (CE staff to support CAB assessment of HPS Community Plan alignment).

10

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Aboriginal homeless-serving facility: Strength of the proposal to serve the Aboriginal homeless population and respond to the unique challenges of the Aboriginal homeless population. (Applicable only for proposals intending to serve the Aboriginal population exclusively)

10

Budget and Matching Funding: Evidence that the proposed project has confirmed 100% of matching funding in place for the acquisition / development of the capital project. Matching funding and proposed HPS funds adequate to successfully complete the project. Project has an adequate operating budget for five years after the end of HPS funding. Matching contributions for capital project and five year annual operating budget verified by letters from funders attesting the financial support for the facility. Project’s budget demonstrates “value for money” including HPS and non-HPS contributions.

10

Timeframe: Demonstration that the proposed project timelines are realistic and attainable in terms of the proposed activities, matching contributions, permits and licenses to achieve the project milestones and spend the HPS contribution before the end of the project timeline.Preference for project whose project timeline can be verified and includes HPS spending before March 31, 2015.

10

Participation of people with lived experience (PWLE) and community integration: Demonstration of involvement of homeless people, people at risk of homelessness, or other homelessness service providers in the planning and development of the project. Demonstration of linkages to other service and infrastructure projects in the community.

5

Location: Demonstration that the location of the proposed project is appropriate for the intended clientele, including proximity to complementary facilities and/or services such as public transit.

5

Measurable and achievable outcomes: Identification of measurable and achievable short, medium or long-term outcomes to meet the needs of the homeless population as per HPS funding requirements (# of emergency shelter beds created, # of transitional housing beds created, # of transitional beds created through re-purposing, # of permanent supportive housing beds, # of permanent supportive housing beds created through re-purposing)

5

Partnership: Demonstration that the proposed project leverages other funds or resources from the community, including but not restricted to utilization of existing funding and in-kind contributions.

5

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Capacity of Sponsor: Demonstration that the proposed sponsoring organization has the capacity (staff, resources and relationships with or support from key agencies) and experience to develop and implement the project.

10

Alignment with a Housing First Approach: Proposed project supports a Housing First approach to solving homelessness for the HPS-eligible client populations. For example, proposed project affects permanent supportive housing stock, transitional housing stock, or other capital activities that enhance Housing First approaches to homelessness in the region.

10

Total Possible Score 155