2014 - 2016 OPEN CFP: GUIDE TO REGIONAL INITIATIVES ... · 2014 – 2016 Open CFP: Guide to Regional Initiatives Project Applications Each of the four application types features a

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2014 • 2019 Homelessness Partnering Strategy2014 • 2016 Open CFP: REGIONAL INITIATIVES

METRO VANCOUVER

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

JULY 25

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 REGIONAL INITIATIVES

PROJECT APPLICATIONS7 / 2 5 / 2 0 1 4

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2014 – 2016 Open CFP: Guide to Regional Initiatives Project ApplicationsEach of the four application types features a specific application form. This Application Guide is specifically for Regional Initiatives (RI) project proposals and the related forms: Regional Initia-tives Application Form 2A, and Regional Initiatives Application Form 2B.1.

Table of ContentsRI 1. Regional Initiatives Call for Proposals Summary 3RI 2. Eligible Priorities and Activities 5RI 3. Definitions 10RI 4. Eligible Costs 10RI 5. Ineligible Project Activities and Costs 17RI 6. Guide to Regional Initiatives Application Forms 18 RI 6.1 • Form 2A Section 2.1 • Lead Applicant Organization Information 18 RI 6.2 • Form 2A Section 2.2 • Business Information 19 RI 6.3 • Form 2A Section 2.3 • Accounting, Insurance, Debts, Lobbying and

Public Service Employee Involvement 20 RI 6.4 • Form 2A Section 2.4 • Legal Signing Officers 22 RI 6.5 • Form 2A Section 2.5 • General Regional Initiatives Project Information 22 RI 6.6 • Form 2A Section 2.6 • Profile of Clients Served by Organizations 23 RI 6.7 • Form 2A Section 2.7 • Project LOGIC 25 RI 6.8 • Form 2A Section 2.8 • Project Narrative 26 RI 6.9 • Form 2A Section 2.9 • Applicant Qualifications & Sustainbility Plan 27 RI 6.10 • Form 2A Section 2.10 • Matching Contribution and Partnership Summary 28 RI 6.11 • Form 2A Section 2.13 • Declaration 30 RI 6.12 • Form 2B.1 • Regional Initiatives Project Budget Negotiation Notes 30 RI 6.13 Declaration 32 RI 6.14 Appendix A Submission Checklist 32RI 7. Other Considerations for Regional Initiatives Applicants 34RI 8. Proposal Evaluation Criteria 39

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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 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 section RI 8 “Proposal Evaluation Criteria”

Eligible Activities: •See section RI2 “Eligible Priorities and Activities” below.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 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 $ 560,000Apr – Mar 2016 : Approximately $ 930,000Apr – Sept 2016 : Approximately $ 480,000

Continues on next page

RI 1. Regional Initiatives Call for Proposals Summary

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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.

Other Eligible Factors: Must outline outcomes for Housing First Readiness activities to address any assessed regional barriers to aligning with a Housing First approach by April 1 2015.

At minimum, 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 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 11 - 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 Regional Initiatives Projects HPS application category. For Application Forms and Guides for other HPS-eligible activities,

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

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RI 2. Eligible Priorities and ActivitiesPriorities falling under “Regional Initiatives” must serve the entire region, inclusive of all communities presented in section 1.6 of the HPS CFP General Guide I and in the HPS CFP General Guide II: Eligible Populations, Communities, and Program Definitions. Projects must be able to cover the entire Metro Vancouver region and/or have partnerships in place that allow for the project to cover the municipalities of the Metro Vancouver region. Applicants must demonstrate awareness of and adequate oversight from relevant regional governance bodies applicable to the activity proposed for HPS funds. Proposals that are not inclusive of all municipalities of the Metro Vancouver region will not be considered.

The following are HPS Community Plan priorities falling under the Regional Initiatives application category.

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

• “To ensure coordination of resources and leveraging”, and• “To improve data collection and use”.

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 ses-sion 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 ap-plication categories available at http://www.metrovancouver.org/planning/homelessness/

STRONGLY RECOMMENDED • REGISTRATION REQUIRED by August 1st

Regional Initiatives : Housing First and non-Housing First *Information Session Registration: [email protected] SubjectLine: HPS Regional initiatives Queries contact: [email protected] Electronic Submission of Application: [email protected] SubjectLine: HPS regional application submission

*REGISTRATION REQUIRED by August 1st.

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Eligible activities are organized into three activity areas:

• Housing First Readiness activities• Data Tracking & Monitoring, and Improvement of Data Collection and Use activities; and• Coordination of Resources and Leveraging activities.

*PLEASE NOTE: Additional proposal evaluation criteria applicable for Housing First Readiness Regional Initiatives

activities. See section RI 8 “Proposal Evaluation Criteria”

While some activities are specific to the Housing First approach, preference will be given to applications which combine two or more eligible Regional Initiative activity and HPS eligible client population focuses into one application, (e.g. activities which track both Housing First and non-Housing First clients).

Housing First ReadinessThis activity area aims to develop the readiness among chronically and episodically homeless -serving organizations across Metro Vancouver to implement a regionally-coordinated approach to Housing First.

When delivering services under the Housing First approach, coordinating resources with partners is critical1. 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.

PLEASE NOTE: Consistent with the requirement that HPS funding may not duplicate services, this priority may

not lead to the duplication of existing Housing First readiness activities. Further information about existing Housing First readiness initiatives is available at http://www.metrovancouver.org/planning/homelessness/

1 Applicants interested in development a system-focused plan to end homelessness may access the fol-lowing link to consult lists of related resources to support their work: The Homeless Hub – A Systems Approach to Homelessness: http://www.homelesshub.ca/solutions/systems-approach-homelessness

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Eligible activities are:

• Determining the Housing First model (e.g. Consultation, coordination, planning and assessment such as application of the Housing First Fidelity tool)

• Identifying, integrating and improving services (including training on Housing First activities and functions, resource mapping, and approaches to serving Metro Vancouver’s chronically and episodically homeless population)

• Partnership development in support of a Housing First approach. This includes liaising and integration to bring together services to support the needs of Housing First clients or to establish case management teams where none exists (Note: networking or recognition of past efforts is not an eligible activity)

• Working with the housing sector, including private and public local real estate and landlord associations to identify opportunities for and barriers to permanent housing (e.g. Establishing landlord relationships, mapping of current available assets).

Data Tracking & Monitoring, and Improvement of Data Collection & Use, and Regionally-Coordinated Intake of Housing First & Non-Housing First ClientsThese priorities aim to collect data, track and monitor capacity among organizations which serve Housing First clients (chronically or episodically homeless individuals), non-Housing First clients (homeless individuals and families and those at imminent risk of homelessness) across Metro Vancouver, and build capacity to do so.

Please note: consistent with the requirement that HPS funding may not duplicate services, proposals that include this activity must build on existing data systems and data partnerships, specifically the Homeless Individuals and Families Information System (HIFIS) software. Applicants are advised to visit the Regional Initiatives page and follow the appropriate links from http://www.metrovancouver.org/planning/homelessness/, to ensure that their proposed activities supports existing data partnerships of HPS and the Community Entity and does not overlap with existing partnerships before preparing their proposal.

Eligible activities are:

• Identifying the size and make-up of the entire homeless population, including coordination of shelter data to identify and measure chronic and episodic homelessness populations (e.g. technical support for data collection, activities intended to build partnerships for data collection and analysis)

• Tracking Housing First & non-Housing First clients• Point-in-time counts (for example, the 2017 Triennial Metro Vancouver region Homeless Count)• Community indicators (beyond the requirements for HPS – see section RI 7 below for

further details of HPS-required indicators.)

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• Local research, information collection and sharing (including implementing and using Homeless Individuals and Families Information System, or HIFIS)

• Regionally - coordinated intake of Housing First clients among HPS Housing First – funded agencies, and where possible, other agencies

PLEASE NOTE: software development or purchase that inhibits participation in

the National Homelessness Information System initiative – NHIS – or duplicates activities offered through HIFIS is not eligible.

Coordination of Resources and LeveragingThis priority aims to support a Housing First approach or a broader systematic approach to addressing homelessness in Metro Vancouver. Approaches must focus on coordination efforts that will ultimately benefit homeless individuals and families and/or those at imminent risk of homelessness.

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

• Planning, developing partnerships and implementing solutions in support of a HF 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.

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. For example, if an applicant has evidence of a need for greater mental health services for chronically and episodically homeless individuals, proposals may include consultation with the Province and/or municipalities to determine options to improve client access to the necessary services that address their needs.

These activities are eligible for both Housing First and non-Housing First-dedicated funding except consultation, coordination, planning and assessment (e.g. community planning).

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Activities include:

• Determining a model in support of a broader systematic approach to addressing homelessness

• Identifying, integrating and improving services (including staff training on activities and functions in support of a broader systematic approach to addressing homelessness)

• Partnership development in support of a broader systematic approach to addressing homelessness (networking activities or recognition of past efforts is not an eligible activity)

• Working with the housing sector to identify opportunities for, and barriers to, permanent housing (e.g. establishing landlord relationships, mapping of current available assets) in support of a broader systematic approach to addressing homelessness

These activities apply only to non-Housing First-dedicated funding:

• Consultation, coordination, planning and assessment (e.g. community planning in support of the HPS Community Plan)

Regional Initiatives: Reference Material on Gaps & NeedsAll applications for HPS funds of all application categories must demonstrate that their proposed activity fills a gap or addresses a need in the region. This helps HPS funds to be invested in filling gaps, avoid a duplication of efforts and that HPS investments complement ongoing work in the region. The same is applicable for eligible and prospective applicants for this application catego-ry. There are a number of recent regional homelessness initiatives (Housing First and non-Hous-ing First) in Metro Vancouver which should be carefully considered in determining activities to propose for HPS funds. Eligible and prospective applicants are strongly advised to consult www.stophomelessness.ca and http://www.metrovancouver.org/planning/homelessness/ for gaps and needs relating to the following HPS Community Plan priorities:

• Housing First Readiness• Data Tracking and Monitoring (Housing First)• Coordination of Resources and Leveraging (non-Housing First)• Improving Data Collection and Use (non-Housing First)

PLEASE NOTE: Preference will be given to proposals in this category that propose more than one of the regional

initiatives within one application and/or propose more than one of the regional initiatives be delivered by one organization or set of partners working under one organization (e.g. Proposals

which include Data Tracking activities and/or coordination activities that ultimately benefit Housing First and non-Housing First populations).

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PLEASE NOTE: All applications will be subject to a transparent and fair process of CAB review and

recommendation, and CE decision, based on due diligence. To apply for funds to implement one or more of the regional initiatives, applicants are strongly

encouraged to register for the appropriate information session held between the August 11 - August 22 2014 at [email protected] and applicants must download the HPS Regional Initiatives Application Forms and Guide, including proposal criteria, available here:

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

RI 3. DefinitionsHPS applies program-specific definitions for Housing First and non-Housing First activities. All Regional Initiative proposals must align with applicable HPS definitions. For example, where proposed Regional Initiative activities intend to support programs applying Housing First approach, the Regional Initiative activity must comply with all related HPS definitions, for example, eligible client population types, housing types, program models and philosophy. Full HPS definitions for eligible client population types, are available at http://www.metrovancouver.org/planning/homelessness/ in the 2014 HPS CFP General Guide II: Eligible Populations, Communities, and Program Definitions. Applicants are also advised to be familiar with the Housing First Application Guide and criteria (also available at the link above under the Housing First application category page) to be aware of related issues that may affect proposed activities under the Regional Initiatives categories.

RI 4. Eligible CostsEligible costs may be proposed in Regional Initiatives Form 2B.1 Further instruction on completion of the Form appears in section RI6.12 of this guide. The only Regional Initiatives costs or expenditures that will be considered during this call for proposals are those eligible under HPS, serve the HPS Regional Initiatives intended beneficiaries, and are directly delivering outcomes of the eligible activities above (or enable outcomes through provision of administrative support for the eligible activities above). All proposed costs must directly deliver outcomes of one or more of the eligible activities selected in Form 2A Section 2.7 “Project Logic”. Breakdown and details of each cost must be presented in the Regional Initiatives Form 2B.1. Instructions are provided below and in the Form 2B.1.

HPS funds may be proposed for the costs listed below. Please note, some limitations apply under the specific funding categories. The following expenditures may be proposed under these two broad cost categories:

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1. Direct Project Costs – costs connected directly with project activities2. Administrative Costs – costs that support the delivery of project activities

1. “Direct Project Costs” Costs and related fees necessary to deliver the project outcomes. Administrative costs that would be necessary but not directly delivering the project outcomes may be listed under category 2: “Administrative Project costs”. This eligible cost is sub-divided into the five categories:

1A “Staff Wages / Salaries” includes wages and salaries paid to direct project staff directly delivering project outcomes. In addition, Mandatory Employment Related Costs (MERCs) can be included. MERCs 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. Benefits 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. The maximum amount allowable for MERCs and Benefits per employee is 22.5% of the total salary. Requests for increases are reviewed on a case by case basis.

1B “Participant-Specific Costs” costs (where participants are homeless-serving organizations) associated with participation of the intended beneficiaries in a proposed project (funds received cannot be re-distributed to participants);

a. Training: Participant fees for attending external training (not delivered by the applicant) to build skills to achieve the outcome of the proposed project. This might include externally-delivered workshops on motivational interviewing for regionally coordinated Housing First client intake activities.

b. Materials and supplies: Materials, supplies, books and testing materials to be used by project participants and/or for participants in achieving project outcomes. Example, items that would be provided to or used by project participants through HPS funded programs, courses, skill development, Housing First service delivery capacity-building sessions, etc. Project participants would be provided items as part of an activity to achieve outcomes other than provision of basic or urgent needs. Harm reduction related activities are ineligible under HPS, for example purchase, storage, distribution provision and/or supervised use of materiel and/or supplies in support of harm reduction (e.g. needles, alcohol, drugs, substitutes, etc.) is ineligible.

c. Participant travel: & transportation: travel costs that are associated with project participants attending appointments, attending courses, which result in project outcomes.

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1C “Professional Fees” costs of contracting services where contracts are valued at $25,000 or higher and require a competitive process to recruit professionals to deliver the service, and is not carried out by staff otherwise employed by the applicant.

a. Professional fees: The service must directly deliver outcomes of the proposed project. For example, recruitment of a local health services specialist to advise on regional protocols to prioritize HPS-funded Housing First clients for required health services.

b. Legal fees: fees associated with review and preparation of legal documents necessary to deliver project outcomes. For example, legal assistance to clients to prepare legal documents. Legal fees not directly supporting project outcomes but necessary for the administration of the project must be excluded from this category, and may be proposed under category 2B: Administrative Services.

1D “Other Direct Project Costs” costs other than professional fees, participant costs, staff wages and benefits that directly deliver the project outcomes. This includes:

a. Project location: rent, lease, repairs and leasehold improvements, including for premises that the applicant may own. This cost category is applicable only to the physical location(s) from where project outcomes are delivered, if any. The same costs for the location or physical space where management or administrative services necessary for the project, but not directly delivering project outcomes, may be proposed under category 2C: Administration Infrastructure.

b. Professional development: for project staff, including staff training for staff directly delivering project outcomes where training will affect project outcomes. Includes courses required by staff to ensure the success of the project. Includes training on cultural sensitivity. Must not be part of routine development courses required by the organization’s policies. In Regional Initiatives From 2B.1, provide details on number of staff, type of course / training & how it enhances delivery of the project outcomes. Routine development courses required by organization’s policies, and other administrative or management related professional development must be excluded from this cost category, but may be included in category 2B: Administration Services. Training or professional development related to management, administration or not directly affecting staff delivery of project outcomes may not be included here, and may be proposed under category 2B: Administration Services. (May not overlap with regional Housing First Readiness activities. See General Guide I available at http://www.metrovancouver.org/planning/homelessness/).

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c. Contracting: Where the applicant proposes to deliver project outcomes through individuals engaged through a contract of less than $25,000, per contract, and is not carried out by staff otherwise employed by the applicant. Services provided must directly deliver project outcomes. Where contracts of less than $25,000 is required for the project but does not directly deliver outcomes, it may not be proposed in this category. If the service is administrative in nature, it may be proposed under category 2B: Administration Services. All HPS Contribution Agreement holders must demonstrate a fair and transparent process in procuring goods and services. (procurement requirements to be determined upon negotiation)

d. Materials and office supplies: other materials and office supplies that are necessary to deliver project outcomes. Include here materials and office supplies required to deliver project outcomes. Materials and supplies that do not directly contribute to project outcomes, and are related to the administration of the project or related to ‘head office’ or a central office, must be excluded here. It may be proposed in category 2C: Administration Infrastructure.

e. Equipment: rent, lease or purchase of equipment valued at less than $1000 per item, that are required to deliver project outcomes. This includes computers, fax machines, meter charge for photocopies, etc. Please note that repair and maintenance cost items that are administration-related may be proposed under Administrative Costs.

f. Technology: computer software and other information technology requirements to deliver project outcomes (other than internet or phone, which may be proposed elsewhere). Software may not inhibit reporting to the Homelessness Electronic Information Reporting Network (HERIN) or the Homeless Individuals and Families Information System (HIFIS). Technology that does not directly contribute to project outcomes, and is related to the administration of the project or related to ‘head office’ or a central office, must be excluded here. It may be proposed in category 2B: Administration Services.

g. Travel: staff, consultant and volunteer travel as required to deliver project outcomes. This may include travel costs for a consultant working under contract to deliver workshops that deliver the project outcomes and are not located at the office out of which the consultant is working. Staff or volunteer travel that is related to administrative meetings, management related, or to ‘head office’ or a central office, must be excluded here. It may be proposed in category 2B: Administration Services. If applicable, workshop participant travel costs would be

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included in category 1B: Participant Costs. Travel that is related to staff that are not directly delivering project outcomes may not be included here. It may be proposed under category 2B: Administration Services, if it is necessary for the management or administration of the project

h. Printing: printing fees as required to deliver project outcomes. Printing that is not specifically delivering project outcomes but necessary for the administration of the project must not be included here, but may be proposed under category 2B: Administration Services.

i. Internet & telephone: monthly fees for use of telephone and internet necessary for the delivery of project outcomes. Fees for the management or administration of the project must be excluded here, and may be proposed under 2B: Administration Services.

j. Postage & courier fees: as required to deliver the project outcomes. Postage and courier fees for administrative requirements for the project may not be proposed here. If eligible, they may be proposed under 2B: Administration Services.

k. Membership fees: memberships, individual or organizational, affiliation fees, business licences and permits required to deliver project outcomes. Specify the organizational memberships, affiliations, licences and/or permits and their purpose in delivering project outcomes in the Regional Initiatives Form 2B.1.

l. Advertising: signage, advertising in newspapers, magazines, costs of designing and distributing brochures that are required to deliver project outcomes.

m. Conferences: attendance fees and costs of direct project staff attend necessary for the delivery of project outcomes. Specify the conference and their purpose in delivering project outcomes in Regional Initiatives Form 2B.1.

n. Furniture: furniture under $1000 (before tax) per item that is necessary to deliver project outcomes. Furniture over $1000 per item may be proposed under 1E: Capital Assets up to a maximum of $5000.

o. Reference materials: books, or similar knowledge resources necessary to deliver project outcomes.

p. Transition / wind-down costs: costs such as early termination of a lease, that are incurred leading up to the end of the HPS Contribution Agreement such that the end of the agreement does not result in an increase in homelessness.

q. Utilities: at the location where project outcomes are delivered, if applicable, costs of utilities (hydro, gas, etc.) may be proposed here.

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1E “Capital Assets” Items over $1,000, per item excluding taxes. Under the HPS, this includes computers, furniture, appliances used to deliver project outcomes. Please note: The maximum amount for capital assets in Regional Initiatives projects is $5,000, excluding taxes, per project. For Regional Initiatives, requests to exceed this limit will be considered on a case by case basis and only under exceptional circumstances where increase would result in a significant increase in the number of clients and outcomes achieved

a. Capital assets more than $1,000 per item (excluding taxes) required for the delivery of project outcomes. By default, all capital assets remain the property of the Recipient at the end of the project, unless an agreement for their disposition is prepared. List all capital asset purchases. Provide list of individual assets and specify which will not remain with the recipient at the end of the project.

b. Furniture of more than $1,000 per item (excluding taxes) required for the delivery of project outcomes. For example, furniture for a project participant training room.

c. Appliances of more than $1,000 per item (excluding taxes) required for the delivery of project outcomes. For example, appliances for a project participant training room.

2. “Administrative Project Costs” costs and related fees of activities such as accounting, auditing, legal arrangements, and office-related costs which are necessary to administrate or manage the project, but not directly delivering the outcomes of the project nor the costs of participation of intended project beneficiaries. These costs would be proposed for HPS funds in proportion with the HPS–funded activities with the overall activities of the applicant. This category is subdivided into the following categories:

2A. “Staff Wages / Salaries” includes an appropriate proportion of the wages and salaries paid to project staff not directly delivering project outcomes, but necessary for the delivery of the project. In addition, Mandatory Employment Related Costs (MERCs) can be included. MERCs 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. Benefits 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. MERCs and Benefits together in total may not exceed 22.5 % of total salary per employee. Requests to exceed this limit will be reviewed on a case by case basis.

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2B. “Administration Services” costs and related fees of accounting, auditing, legal arrangements, and human resource related activities necessary to implement HPS eligible activities, but not directly delivering the project outcomes. This includes audit fees, bank fees, contracting, legal fees, management and administration staff wages for staff not directly delivering project outcomes, professional development for management and administrative staff, project staff and volunteer travel not to deliver project outcomes but required for management and administration of the project.

a. Professional Fees: audit and/or legal fees necessary to administrate the project, where contracts are $25,000 or higher per contract and recruited through a competitive process. Please note: where applicant organizational policy does not obligate regular audits, an audit will have to be carried out for HPS purposes. All HPS Contribution Agreement holders must demonstrate a fair and transparent process in procuring goods and services.

b. Professional development: for management and administrative staff listed in 2A of this form. To cover basic training needs as per organizations’ existing policies or relevant public policies and administrative or management professional designations (please submit applicable organizational policy document with application). Includes health and safety, first aid, CPR.

c. Contracting: for services less than $25,000 per contract, where contracts are necessary for the administration of the project (procurement requirements to be determined upon negotiation). For example, bookkeeping services, security services, janitorial services. All HPS Contribution Agreement holders must demonstrate a fair and transparent process in procuring goods and services.

d. Technology: information and technology maintenance for equipment necessary for administration of the project (not internet or phone). Purchase excluded. Purchase of equipment necessary for the administration of the project is not an eligible cost.

e. Travel: staff and volunteer travel necessary for the administration of the project. Travel for meetings, board meetings and other travel necessary for project administration but not directly delivering project outcomes.

f. Printing: operational printing contracted externally necessary for the administration of the project. For example, business cards, letterhead, printing of project brochures, relevant for the project.

g. Internet & telephone: basic telephone fees (including fax lines) and monthly internet fees necessary to administrate the project. Includes web hosting.

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h. Postage & courier fees: As required to administrate the project i. Insurance: fire, theft or liability necessary to administrate the project.

Excludes insurance applicable to direct project activities such as housing set-up for clients.

j. Bank fees for the project, or an appropriate portion of the organizational bank fees required to administrate the project.

2C. “Administration Infrastructure” costs or expenses incurred for services rendered to the applicant for maintaining and operating a physical space and equipment to enable implementation of HPS eligible activities. These include costs such as rental or lease of office space, repairs and leasehold improvements, office equipment repair and maintenance, and materials and supplies necessary for the administration of the project.

In all cases, periodic results reports will be required of all projects awarded HPS funds.

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/doc.php?sid=3&lang=eng. This applies to all travel costs, for example project staff and volunteers and contracted professionals, and those included in the professional fees expenditure category.

RI 5. Ineligible Project Activities and CostsThe following activities and costs are not eligible for HPS Regional Initiatives funding:

• Any capital activities other than those listed above• Any delivery of services directly to clients• Activities which do not intend to benefit organizations who serve or intend to serve

HPS – eligible clients, serve individuals who are not homeless or at imminent risk of homelessness

• Benefiting organizations which exclusively serve individuals who are not HPS-eligible clients

UnderallactivitiesandHomelessnessPartneringStrategyfundingstreams

• Building, renovating or repurposing facilities for Affordable housing• New construction or purchase of facilities for emergency shelters (except under the

HPS Rural and Remote Homelessness funding stream and non-designated communities receiving funding under the Aboriginal Homelessness funding stream)

• Emergency housing funding (e.g. rent subsidies, housing allowances) when the client is supported by existing provincial/territorial and municipal rent subsidies programs, or when the client is employed

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• Assistance with regular cleaning and general maintenance of a client’s housing• Direct income support to individuals who are homeless, at risk or at imminent risk of

homelessness• Provision of general health and medical services (e.g. doctors, nurses and other medical

professional salaries), mental health or addictions Regional Initiatives (e.g. counseling, treatment and hospitalization)

• Harm reduction and related activities

Any costs related to the direct delivery of a harm reduction approach and related activities

Purchase, storage, distribution, provision and/or supervised use of material and/or supplies in support of harm reduction (e.g. needles, alcohol, drugs, substitutes, etc.)

• Daycare• Advocacy and lobbying activities towards elected representatives on questions related

to homelessness and public awareness activities• Public Education (e.g. education tuition, teaching salary)• Activities and supports taking place on-reserve;• 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 initiative (NHIS); and that constitutes a redundant use of funds and duplicates activities already offered through the Homeless Individuals and Families Information System (HIFIS) software. For example: purchasing alternative software that performs similar functions to the HIFIS software

RI 6. Guide to Regional Initiatives Application Forms

RI 6.1 • Form 2A Section 2.1 • Lead Applicant Organization Information

This section captures all the basic information about the lead applicant organization.

ITEM EXPLANATION

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 Regional Initiatives Application Form 2A .

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ITEM EXPLANATION

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

Street Address Enter the street 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 & 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.

RI 6.2 • Form 2A Section 2.2 • Business Information

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

ITEM EXPLANATION

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.

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ITEM EXPLANATION

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 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.

RI 6.3 • 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.

ITEM EXPLANATION

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.

Fiscal year-end of your organization

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.

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ITEM EXPLANATION

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.

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.

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RI 6.4 • 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.

ITEM EXPLANATION

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.

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.

RI 6.5 • Form 2A Section 2.5 • General Regional Initiatives Project Information

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

ITEM EXPLANATION

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

Type of Regional Initiatives Project

Select from the priorities provided as applicable to your proposed project.

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ITEM EXPLANATION

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 Regional Initiatives projects may only be delivered region-wide, and be accessible to and inclusive of all the region’s municipalities. Therefore only one option is applicable : Metro Vancouver-wide.

RI 6.6 • Form 2A Section 2.6 • Profile of Clients Served by Organizations

This section gathers information about the HPS-eligible client populations served by the organizations intended to benefit from the project. Specific populations are eligible under HPS, and this must be reflected in activities proposed under the Regional Initiatives category. Please consult the General Guide II for detailed descriptions of the HPS-eligible client types that may be served by participating organizations. Applicants are also asked to demonstrate their strategy to support capacity building to serve the clients types identified in this section.

ITEM EXPLANATION

Housing status Select the HPS – eligible client type(s) that will be served by the organizations benefiting from the proposed project, according to the client’s housing status. See “HPS - Eligible Populations & Communities”, General Guide II. In your project narrative, demonstrate the basis for your selection (for example, housing profile data of HPS-eligible clients)

Gender According to housing status, select the appropriate client type(s) that will be served by organizations benefiting from the proposed Regional Initiatives project, according to the client’s gender. (this should be based on client’s self-disclosure.)

Ages According to housing status, select the appropriate client type(s) that will be served by the Regional Initiatives project, according to the client’s age range.

“Other” According to housing status , select the appropriate client type(s) that will be served by the Regional Initiatives project, according to the client’s family status, ethnicity, citizenship status, language, health issues or if clients would include veterans.


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1a. Does your project intend to benefit organizations

serving 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 needs.

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.

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 organization’s 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 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 2.7 “Project Logic” of the Regional Initiatives Application 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.

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RI 6.7 • Form 2A Section 2.7 • Project LOGIC

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

NOTE: All organizations awarded HPS funds will be required to use Homeless Individuals and Families

Information System to report on the indicators listed in Section 2.7 “Project Logic” of Regional Initiatives Application Form 2A.

ITEM EXPLANATION

Brief Project Description of Regional Initiatives Project

Briefly summarize the proposed Regional Initiatives project. A longer summary may appear in the next section. Include key details such as project scope, purpose, goals, philosophy, short and medium term outcomes, key partners, and other information that may not be captured elsewhere or summarizes the project narrative.

Regional Initiatives project objectives

Briefly outline the project objectives.

Inputs Describe any resources directly relevant to the proposed Regional Initiatives activity here. Do not include any resources that are proposed for HPS funds. Resources mentioned here must be the reflected in the descriptions of matching contributions and partnerships in Section 2.10 of Regional Initiatives Application Form 2A , and matching contributions in Regional Initiatives Application Form 2B.1 Section A, and verified through submission of signed and completed Matching Contribution / Partnership Declaration letters as per the template in Appendix A of the General Guide I.

Activities Proposed for HPS Funds

Select from the boxes the eligible activities proposed for HPS funds. Do not include activities that are paid 100% from other funding sources. (See HPS Terms and Conditions regarding stacking limits)

Activity Outputs Enter outputs for each activity here. Examples are provided in the form however they are not exhaustive. Outputs are defined by HPS as “Products or services generated by program activities”. Activities should take into consideration HPS program specific definitions for Housing First and non-Housing First services, including identification of HPS eligible client populations, eligible housing types, outcome reporting and indicators required by HPS. Further information is available on the Housing First and non-Housing First category – specific Application Guides accessible from http://www.metrovancouver.org/planning/homelessness/.

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ITEM EXPLANATION

Short-term Outcomes Enter outcomes for each activity here. Examples are provided in the form however they are not exhaustive. Specify any outcomes that will be delivered by April 1 2015 for activities that will affect Housing First services for Housing First clients.

Indicators of Achieving Outcomes

Enter indicators for each output here. Examples are provided in the form however they are not exhaustive.

RI 6.8 • Form 2A Section 2.8 • Project Narrative

This section provides the sponsor the opportunity to provide further detail outlining the proposed Regional Initiatives activities and HPS-funded portion. Applicants may submit additional supporting documents to elaborate on the HPS-proposed and non-HPS funded aspects of the project. Key details must be captured within the HPS Regional Initiatives Application Forms.

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)

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.

What are the needs or gaps in homelessness solutions in

Metro Vancouver that this project aims to fill?

Describe the need that this project 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 application. Recommended libraries include those of the Homeless Hub and the Mental Health Commission of Canada.

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)

How has your organization involved people with

lived experience, clients, neighbourhood, community

groups, and/or other stakeholders in the planning &

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.

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RI 6.9 • Form 2A Section 2.9 • Applicant Qualifications & 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.

ITEM EXPLANATION

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. 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 application using the template provided in Appendix A of the General Application Guide.

Sustainability Plan Continuesonnextpage.

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 until March 2019 (costs are only reimbursable until September 30, 2016). 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 and hard copy of your HPS Regional Initiatives funding application. Regional Initiatives


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ITEM EXPLANATION

Sustainability Plan Continuedfrompreviouspage.

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 partnerships and matching fund contributors and in-kind contributors to state their name, contact person, period of time applicable, 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.

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 to satisfy matching contribution and sustainability criteria.

RI 6.10 • Form 2A Section 2.10 • 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 Regional Initiatives Form 2A section 2.7 “Project Logic”, and in Regional Initiatives Application Form 2B.1.

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 Regional Initiatives Application Form 2B.1.

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 Regional Initiatives Application 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.

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ITEM EXPLANATION

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 Regional Initiatives Application Form 2B.1 Section A, and all partnership declaration letters from in-kind contribution partners as per the template in Appendix A of the HPS CFP General Guide I.

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 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.

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 Regional Initiatives Application Forms 2A and 2B.1).

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

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.

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RI 6.11 • 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.

RI 6.12 • Form 2B.1 • Regional Initiatives Project Budget Negotiation Notes

The Regional Initiatives Application Form 2B.1 is available at http://www.metrovancouver.org/planning/homelessness/ (follow links for the Regional Initiatives category). The form is in Excel, and the following instructions are important to keep in mind as you fill in the form:

There are 8 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 and in section RI 4 “Eligible Costs” of this Guide. All costs must be linked to the proposed project, reference the related activities as per Regional Initiatives Form 2A Section 2.7 (Direct Project Costs only), and relate to functions that are project-specific. Costs listed under section 1 “Direct Project Costs” should present the anticipated HPS Regional Initiatives –eligible client volume over time, which should be reflected in section 2.7 “Project Logic” in Regional Initiatives Application Form 2A . Include the basis of this figure in the project narrative in Regional Initiatives Application Form 2A (for example, volume of HPS Regional Initiatives –eligible clients served in the last fiscal year). All proposed costs should be based on the anticipated client volume for the project implementation period.

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

Wages/salaries that would be cited in category 2A would 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. See Section RI 2 “Eligible Costs” of this guide for examples of costs for which a contribution can be considered.

The only Regional Initiatives costs or expenditures that will be considered during this call for proposals are those eligible under HPS for delivering Regional Initiatives, serve the HPS Regional Initiatives intended beneficiaries, and are directly delivering outcomes of the eligible activities above (or enable outcomes through provision of administrative support for the eligible activities above). All proposed costs must directly deliver outcomes of one or more of the eligible activities selected in Regional Initiatives Application Form 2A Section 2.7 “Project Logic”.

In some cases, 100% of costs would be applicable for HPS funding, and in other cases less, particularly in the case of Regional Initiatives Form 2B.1 Section 2B: “Administration Services”.

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Calculate the proportion based on the balance of implementation of HPS Regional Initiatives-eligible activities to other activities. For example, if a proposed staff cost was intending to work on tasks related to HPS Regional Initiatives activities 30% of the time, and non-HPS eligible tasks 70% of the time, propose 30% of the applicable staff-related costs for HPS funding. Explain the calculation in the “details” section of the Regional Initiatives Application Form 2B.1.

In Regional Initiatives Application Form 2B.1, applicants must 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 / rebateable. Please do not include the rebateable portion in your calculations below as this is not eligible.

The detail/comments columns must be completed for each cost proposed. These 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 designated cost categories. 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.

Regional Initiatives Form 2B.1 is to be utilized to show your TOTAL project costs 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 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 contributionsHPS investments must be matched at minimum at a 1:1 ratio of HPS to other sources of funding, either cash and/or in-kind contributions. Therefore projects proposed for HPS funds must be matched by the applicant, dollar for dollar, either in-kind or cash/financial contributions.

Please detail the cash and in-kind contributions that you will be receiving from other sources for this project for each year you are requesting funding (i.e. Organizations, amount of contribution, nature and value of contribution, purpose of funding). As well, please list your organization’s cash and in-kind contributions. Supporting documentation is required upon submission, as per the template in Appendix A of the CFP General Guide I.

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In-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 paidposition 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.

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 “Details / Description Comments Required” Column to the right of the “Total” column in Form 2B.1 is where you can describe the specific item (staff role, training course, materials, equipment, assets, etc.) and use of HPS funds, the unit costs, frequency of the cost and period of time applicable. This should be consistent with Section 2.7 Regional Initiatives 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 assistance at [email protected]. (do not put “application” in the subject line unless submitting a final and completed application).

Direct Project Costs and Administration Projects CostsServices 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.

RI 6.13 Declaration

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

RI 6.14 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. 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.

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

DOCUMENT CLASSIFICATION

HPS CFP FORMS

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

Electronic copy & Signed hard copy Regional Initiatives Application Form 2B.1 NO PDFs. MANDATORY

APPLICANT ORGANIZATION (S)

Certificate of incorporation MANDATORY

Certificate of insurance MANDATORY

Constitution and bylaws MANDATORY

Organizational mandate, mission, vision MANDATORY

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

OTHER

Professional designations permits and approvals, council motions, permit / approval application documentation and/or documentation confirming permits MANDATORY


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DOCUMENT CLASSIFICATION

MATCHING CONTRIBUTIONS • PARTNERSHIPS • DEMONSTRATION OF NEED

Memorandum of Understanding or alternative formal document between lead applicant and applicant partners, for example where service delivery partnerships are applicable IF APPLICABLE

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

RI 7. Other Considerations for Regional Initiatives Applicants

Developing a Local Portrait of HomelessnessHPS 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 by April 1, 2015.

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.

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 SystemRegional 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.

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Coordination of Resources and LeveragingThe 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, 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 ServicesService 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. Applicants of the Regional Initiatives category are advised to consider the reporting requirements, which are outlined in the Application Guides available at http://www.metrovancouver.org/planning/homelessness/ and in the diagrams below.

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2014-19 Homelessness Partnering Strategy Renewal: HERIN Activities, Outcomes and Indicators

Draft: April 2, 2014 6

Indicators Outcomes (Annual Results) Sub-Activities Activities

(Project Details)

Support Services

Housing Placement Client Housing Services Outcomes

# of people placed in more stable housing

# of people contacted who were in housing at the 6-month follow-up

Housing Loss Prevention

Client Housing Services Outcomes

# of people contacted who were in housing at the 3-month follow-up

Client Supports Social & Economic Outcomes

# of people who had positive income transitions by type

# of people who had positive employment transitions by type

# of people who began a part-time education program

# of people who began a full-time education program

# of people who began a job skills training program

# of people who completed a job skills training program

Support Services and all three of its sub-activities have reportable outcomes and indicators. Note that the sub-activity Housing Placement has a new indicator: 6-month follow-up.

F I G U R E 1

Reporting Requirements HPS-FUNDED SUPPORT SERVICES

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F I G U R E 2

Reporting Requirements HPS-FUNDED HF PROJECTS I



Indicators (Annual Results)

Outcomes (Annual Results)

Housing First Sub-Activities

(Project Details)

Accessing Services through Case Management

Housing First Housing Stability

Outcomes

# of HF Clients who remained housed at 6, 12 & 24 months

# of days it took HF clients to be placed in permanent housing

# of HF Clients who were re-housed

# of HF Clients who successfully exited from Housing First

# of HF Clients who returned to homelessness

Economic and Social Well-Being

Outcomes

# of HF Clients who had changes in income by income source

# of HF Clients who started employment

# of HF Clients who started an education program

# of HF Clients who began volunteer work

# of HF Clients who engaged in social participation

# of HF Clients who engaged in cultural or recreational activities

Accessing Services through Case Management has outcomes and indicators associated with it. In the Project Details section of RROL, it will be necessary for the CE to identify whether this project will be collecting and reporting these indicators or whether another project will do so.

For example, based on the specific services offered by this project, sponsors may only be collecting Economic and Social Well-Being Indicators. Another project may be reporting outcomes to a Data, Tracking and Monitoring project responsible for coordinating the data for a community’s entire Housing First program.

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Indicators (Annual Results)

Outcomes (Annual Results)

Sub-Sub-Activities

Housing First Sub-Activities

(Project Details)

Connecting Clients to and Maintaining Permanent

Housing

Housing Search & Housing First

Placement

Housing First Housing Stability

Outcomes

# of HF Clients placed in

permanent housing

# of days to place HF Clients

in permanent housing

# of HF Clients who remained housed at 6, 12

& 24 months

# of HF Clients who were re-

housed

# of HF Clients who successfully

exited from Housing First

# of HF Clients who returned to

homelessness

Emergency Housing Funding

Housing Set-up and Repairs

Connecting to and Maintaining Permanent Housing, Housing Search and Housing Placement has Housing Stability outcomes and indicators associated with it. In the Project Details section of RROL, it will be necessary for the CE to identify whether this project will be collecting and reporting these indicators or whether another project will do so. Economic and Social Well-Being Indicators could be collected and reported by sponsors implementing this type of project on behalf of another project, but this project must be identified in the Project Details section of RROL.

F I G U R E 3

Reporting Requirements HPS-FUNDED HF PROJECTS II

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SustainabilityAll 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. Within Housing First, sustainability occurs at the client and program levels. Sustainability for clients means ensuring that Housing First clients have successfully moved to mainstream or other services not funded by HPS or that there are plans in place to transition all existing HPS Housing First clients to services that will continue after the HPS funding has ended. Sustainability at the Housing First program level means working with partners and other funders to ensure that the programs are sustainable in the long term.

Regional Initiatives to Support Sustainability of the Housing First approachThe 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 applicants may consider proposing activities which engage with the relevant sectors to support Housing First clients, especially those sectors responsible for providing the 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.

RI 8. Proposal Evaluation Criteria The following criteria will be applied to evaluate proposals for Regional Initiatives 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.

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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 time-line, see HPS CFP General Guide I). Applicants will be notified of the status of their application after the CAB review process in October 2014.

HPS REGIONAL INITIATIVE PROPOSAL CRITERIAMAXIMUM 2014 CFP

SCORE

1. Project need and long term impact: Clear description of the need for the proposed project in the community, long-term vision of the impact the project will have. Reference to existing data, research to demonstrate gaps in service which the proposed activities address

15

2. Project objectives: Clear and coherent description of the issue(s) that the project will address, including supporting evidence and the objectives to be achieved.

153. Project activities: Provision of a clear description of the project activities and how those activities will lead to measurable outcomes.

4. Outcomes: Outcomes are measurable and achievable and presented as short, medium or long-term outcomes related to the activity area and based on the demonstrated needs of the target population.

10

5. Project evaluation: Outline of processes and measures to monitor project and evaluate project performance. 5

6. Budget and secured matching contributions: Project’s operating budget is adequate, and demonstrates “value for money”. Matching contributions are verifiable and accurate. (staff to verify through due diligence)

15

7. Sustainability: Provision of a credible sustainability wind down and/or exit plan for the proposed project when the HPS contribution agreement ends. 20

8. Aboriginal context: Evidence that if the proposed project will serve the Aboriginal community only, an dthe appliant is an Aboriginal agency.

PLEASE NOTE: (NOT APPLICABLE FOR APPLICANTS THAT ARE NOT ABORIGINAL ORGANIZATIONS)5

9. Timeframe: Demonstration that the proposed project timelines are achievable given the proposed HPS funds, matching contributions, project inputs, human resources, activities, outcomes and partnerships referenced in the proposals. Demonstration that the applicant and project will reliably spend proposed funds on an annual basis to prevent funds being slipped unexpectedly and returning to HPS.

5

10. Location: Demonstration that the location of the proposed project is appropriate for the intended beneficiaries. (Accessible regionally) 5

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HPS REGIONAL INITIATIVE PROPOSAL CRITERIAMAXIMUM 2014 CFP

SCORE

11. Sponsor group capacity: Demonstration that the proposed sponsoring organization has the capacity (staff, resources and relationships with or support from key agencies) and experience to deliver the service.

10

12. Strategy to prioritize and serve the HPS – eligible client population: Realistic and achievable measures explained to serve one or more of the HPS – eligible client populations.

5

13. Proposal includes one or more of the region-wide initiatives 514. Expertise in the issues affecting a regional approach to addressing homelessness, and

strategies to address those issues in the implementation of the proposed project 10

15. Involvement of activities which foster collaboration between groups, organizations, governments and stakeholders 5

16. Inclusion of plan to consult and engage with relevant advisory groups and regional bodies that would typically oversee the direction of the proposed initiatives. This will be analyzed for approaches to meaningful consultation and frequency of consultation during the project lifecycle.

20

Total Possible Points non-Housing First Readiness Regional Initiatives Aboriginal Applicants 150

Total Possible Points non-Housing First Readiness Regional Initiatives 145

ADDITIONAL CRITERIA : HOUSING FIRST READINESS REGIONAL INITIATIVES PROPOSALS

MAXIMUM 2014 CFP

SCORE – HF READINESS

17. HF readiness only: Project activities are consistent and support the HF approach. (5 principles, implications for staff roles, team building and communication across ICM / ACT partners)

10

18. HF readiness only: Expertise in supporting operational and cultural change in organizations 10

Total Possible Points Housing First Readiness Regional Initiatives Aboriginal Applicants 170

Total Possible Points Housing First Readiness Regional Initaitives non-Aboriginal Applicants 165

Documents

2014 - 2016 OPEN CFP: GUIDE TO REGIONAL INITIATIVES ... · 2014 – 2016 Open CFP: Guide to Regional Initiatives Project Applications Each of the four application types features a