Agenda 01/08/2013 Item #16D5 1/8/2013 Item 16.D.5.
EXECUTIVE SUMMARY
Recommendation to provide approval for the electronic submittal of the Fiscal Year 2013
Continuum of Care (CoC) Grant application, on behalf of Catholic Charities, in the amount of
$99,662 to the U.S. Department of Housing and Urban Development (HUD) for CoC Homeless
Management Information System (HMIS) program that will assist and benefit the homeless
population in Collier County.
OBJECTIVE: Receive approval from the Board of County Commissioners to submit a grant application
to HUD.
CONSIDERATIONS: Over the past year, HUD has been revamping the Homeless Emergency
Assistance and Rapid Transition to Housing(HEARTH)Act homeless program guidelines. Only recently,
has HUD announced that the CoC annual application process is open. The window for submittal is
relatively.short. The submittal date for the grant is January 18,2013.
Collier County has been the HMIS Lead Agency since 2006. Per the new HEARTH regulations, the CoC
has the sole discretion to appoint the HMIS Lead Agency. At the December 6, 2012 CoC Committee
meeting, the members voted to recommend a transfer of HMIS Lead Agency from Collier County
Housing, Human and Veteran Services (HHVS) to Catholic Charities of Collier County, Diocese of
Venice. HHVS supports this action and supports the growth of the CoC. The transfer will take effect in
April 2013 when the existing grant term expires. Collier County is and will continue to be a member of
the CoC.
Since 2006, each year in the late fall, HHVS has sought Board of County Commission(BCC) approval to
apply through an electronic submittal process for the upcoming round of HMIS renewal grant funding.
Collier County is registered with HUD as the HMIS Lead Agency, and per HUD Miami Field office
guidance is the entity that must physically submit the application until April 2013. Catholic Charities
prepared the content of the proposed application, and will work with HHVS staff to physically submit the
application via the electronic application submission system. Per CMA#5330 staff must request approval
from the BCC before applying for any grant funding.
Since this is a renewal grant, it is anticipated that funding will, once again, be awarded. Depending on the
timing of that award, and further guidance from HUD Miami, staff may need to ask for BCC acceptance
of the funding. If this is the case, it then would be transferred to Catholic Charities in the HUD electronic
system on or after April 30, 2013 when the existing grant expires, once HUD has completed its official
transfer activities. It is not the intent of Collier County to utilize these funds; staff is only seeking BCC
approval for the reasons outlined above.
The grant requires a 25%funding match. Catholic Charities will provide matching funds in the amount of
$24,916 for the award received from this application.
FISCAL IMPACT: The total CoC HMIS grant renewal request is $99,662. The CoC grant application
has no effect on ad valorem or general fund dollars.
GROWTH MANAGEMENT IMPACT: This project is consistent and has no impact on the Growth
Management Plan.
LEGAL CONSIDERATIONS: Staff has informed me that the grant, if awarded, will be accepted by
Catholic Charities and that HUD will hold Catholic Charities, not Collier County, responsible for
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1/8/2013 Item 16.D.5.
compliance with the terms of the grant. Accordingly, this office has no issue with respect to the legal
sufficiency of this request,which requires a majority vote and is appropriate for Board action.—JBW
RECOMMENDATION: That the Board of County Commissioners provide approval for the electronic
submittal of the Fiscal Year 2013 CoC HMIS to the U.S. Department of Housing and Urban Development
(HUD)for CoC programs that will assist and benefit the homeless population in Collier County.
PREPARED BY: Elly Soto McKuen, Grant Support Specialist and Margo Castorena, Federal and State
Grant Manager; Housing,Human and Veteran Services Department
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1/8/2013 Item 16.D.5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.5.
Item Summary: Recommendation to provide approval for the electronic submittal of the
Fiscal Year 2013 Continuum of Care (CoC) Grant application, on behalf of Catholic Charities, in
the amount of$99,662 to the U.S. Department of Housing and Urban Development (HUD)for
CoC Homeless Management Information System (HMIS) program that will assist and benefit the
homeless population in Collier County.
Meeting Date: 1/8/2013
Prepared By
Name: McKuenElly
Title: Grant Support Specialist,Housing, Human&Veteran
12/18/2012 2:30:38 PM
Submitted by
Title: Grant Support Specialist,Housing, Human&Veteran
Name: McKuenElly
12/18/2012 2:30:40 PM
Approved By
Name: AlonsoHailey
Title: Operations Analyst,Public Service Division
Date: 12/18/2012 3:19:21 PM
Name: GrantKimberley
Title:Interim Director,HHVS
Date: 1 2/19/2012 9:48:57 AM
Name: AlonsoHailey
Title: Operations Analyst,Public Service Division
Date: 12/19/2012 9:51:24 AM
Name: MesaNancy
Title: Accountant,Housing,Human&Veteran Services
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Date: 12/19/2012 9:55:38 AM
Name: CarnellSteve
Title: Director-Purchasing/General Services,Purchasing
Date: 12/21/2012 2:45:02 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Manage
Date: 12/21/2012 5:29:05 PM
Name: WhiteJennifer
Title:Assistant County Attorney,County Attorney
Date: 12/27/2012 8:46:39 AM
Name: KlatzkowJeff
Title: County Attorney
Date: 12/27/2012 9:15:06 AM
Name: FinnEd
Title: Senior Budget Analyst, OMB
Date: 12/27/2012 9:36:11 AM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Manage
Date: 12/27/2012 11:27:41 AM
Name: KlatzkowJeff
Title: County Attorney
Date: 12/27/2012 2:34:56 PM
Name: OchsLeo
Title: County Manager
Date: 12/31/2012 11:02:07 AM
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1/8/2013 Item 16.D.5.
Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
Before Starting the Project Application
HUD strongly encourages ALL project applicants to review the following information BEFORE
beginning the application.
Things to Remember
- Download and review the detailed instructions along with other resources available online at
www.hudhre.info/esnaps to help successfully complete the application.
-Program policy questions and problems related to completing the application in e-snaps may
be directed to HUD through the HUD HRE Virtual Help Desk,which is accessible online at
www.hudhre.infolhelpdesk.
- Project applicants are required to have a Data Universal Numbering System(DUNS)number,
and an active registration in the Central Contractor Registration(CCR), in order to apply for
funding under the Continuum of Care(C0C)competition. For more information see the FY2012
CoC NOFA.
-To ensure that applications are considered for funding,all sections of the FY2012 CoC NOFA
and the FY2012 General Section NOFA should be read carefully, and all requirements and
criteria met.
-Before completing the project application,all project applicants must complete or update (as
applicable)the applicant profile in e-snaps.
-Carefully complete the application and ensure that it meets the requirements of the FY2012
NOFA and the interim CoC Program regulations, effective August 30,2012.Questions from
previous competitions may have been changed or removed,or new questions may have been
added, and information previously submitted may or may not be relevant.
- For legacy S+C projects requesting renewal funding,the number of units requested for each
unit size in the project must be consistent with the number of units indicated on the CoC's HUD-
approved FY2012 Grant Inventory Worksheet(GIW).
- For legacy SHP projects requesting renewal funding,the total budget request must be
consistent with the annual renewal demand (ARD)listed on the HUD-approved FY2012 GIW. If
the ARD is reduced through the CoC's reallocation process, the budget request must be
reflected accordingly.
-HUD reserves the right to reduce or reject any renewal project that fails to adhere to the CoC
Program and application requirements set forth in the FY2012 NOFA.
HEARTH Renewal Project Application Page 1 12/21/2012
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1/8/2013 Item 16.D.5.
Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
1A. Application Type
Instructions:
1. Type of Submission:This field is populated and cannot be changed.
2.Type of Application:This field is populated with the type of project application opened and
cannot be changed.
3. Date Received: No action needed.This field is populated with the date on which the
application is submitted.The date populated cannot be edited.
4.Applicant Identifier: Leave this field blank.
5a. Federal Entity Identifier: Leave this field blank.
5b. Federal Award Identifier: (required) This field will be blank for all renewals applications.The
correct expiring grant number must be entered and exactly match the grant number entered on
the HUD-approved Grant Inventory Worksheet. The number may have either 15 or 11 digits and
begins with the initials of your state or territory. Here are three examples of what your grant
number might look like: NY0999B2T001104, MS0999C1T001003, CA01C900151.
6. Date Received by State: Leave this field blank.
7. State Application Identifier: Leave this field blank.
Additional Resources:
Application Detailed Instructions (on left menu)
http://esnaps.hudhre.info
1. Type of Submission:
2. Type of Application: Renewal Project Application
If"Revision", select appropriate letter(s):
If"Other", specify:
3. Date Received: 12/21/2012
4. Applicant Identifier:
5a. Federal Entity Identifier:
5b. Federal Award Identifier: FL0294B4D061003
6. Date Received by State:
7. State Application Identifier:
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1/8/2013 Item 16.D.5.
Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
Altook
1 B. Legal Applicant
Instructions:
8.Applicant:The following fields are populated from the Applicant Profile and must reflect the
information from the applicant organization that can legally request homeless assistance funding
from HUD.
a. Legal Name: This field is populated from the Applicant Profile. It is important that the
organization has registered with the Central Contractor Registry. Information on registering with
CCR may be obtained online at- http://esnaps.hudhre.info
b. Employer/Taxpayer Number(EIN/TIN): This field is populated from the Applicant Profile.
c. Organizational DUNS: This field is populated from the Applicant Profile. The number will
include 9 digits. If the legal applicant organization is not in the US or is not legally organized,
enter 444444444. Information on obtaining a DUNS number may be obtained online at-
http://www.dnb.com
d.Address: This field is populated from the Applicant Profile.
e. Organizational Unit: If applicable,this field is populated from the Applicant Profile.
f. Name and contact information of person to be contacted on matters involving this
applicant: This field is populated from the Applicant Profile and from the alternate point of
contact for the applicant organization information.This person may or may not be the authorized
representative.
Additional Resources:
Application Detailed Instructions(on left menu)
http://esnaps.hudhre.info
8. Applicant
a. Legal Name: Collier County Board of County Commissioners
b. Employer/Taxpayer Identification Number 59-6000558
(EIN/TIN):
c.Organizational DUNS: 076997790 PL
US
4
d. Address
Street 1: 3339 Tamiami Trail East
Street 2: Suite 211
City: Naples
County: Collier
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1/8/2013 Item 16.D.5.
Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
State: Florida
Country: United States
Zip / Postal Code: 34112
e. Organizational Unit (optional)
Department Name:
Division Name: Public Services
f. Name and contact information of person to
be
contacted on matters involving this
application
Prefix: Mr.
First Name: Michael
Middle Name:
Last Name: Porpora
Suffix:
Title: HMIS Administrator
Organizational Affiliation: Collier County Housing Human & Veteran
Services
Telephone Number: (239) 252-2952
Extension:
Fax Number: (239) 252-2638
Email: michaelporpora @colliergov.net
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
'IC. Application Details
Instructions:
9.Type of Applicant: (required)This field is populated from the Applicant Profile. Applicants
cannot modify the populated data on this form. However, applicants may modify the Applicant
Profile to correct any errors identified.
10. Name Of Federal Agency: This field is populated with the Department of Housing and
Urban Development.The field cannot be edited.
11. Catalog Of Federal Domestic Assistance(CFDA)Title/Number: This field is populated with
the CFDA title and number.
12. Funding Opportunity Number/Title:This field is populated with the funding opportunity
number and title of the opportunity under which assistance is requested, as found in this year's
Federal Register announcement.
13. Competition Identification Number/Title: Leave this field blank.
Additional Resources:
Application Detailed Instructions (on left menu)
http://esnaps.hudhre.info
9. Type of Applicant: B. County Government
If"Other" please specify:
10. Name of Federal Agency: Department of Housing and Urban Development
11. Catalog of Federal Domestic Assistance CoC Program
Title:
CFDA Number: 14.267
12. Funding Opportunity Number: FR-5600-N-41
Title: Continuum of Care Homeless Assistance
Competition
13. Competition Identification Number:
Title:
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1/8/2013 Item 16.D.5.
Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
ID. Congressional District(s)
Instructions:
14.Areas Affected By Project: (required)Select the State(s)in which the proposed project will
operate and serve homeless persons.The state(s)selected will determine the list of geographic
areas and congressional districts displayed elsewhere in this application.
15. Descriptive Title of Applicant's Project:This field is populated with the name entered on
the Project form when the project application was initiated. Return to the Project form to make
changes to the name.
16. Congressional District(s):
a. Applicant:This field is populated from the Applicant Profile.Applicants cannot modify the
populated data on this form. However,applicants may modify the Applicant Profile to correct any
errors identified.
b. Project: (required)Select the congressional district(s)in which the project operates. For new
projects, select the district(s)in which the project is expected to operate.
17. Proposed Project Start and End Dates: (required) Indicate the operating start and end date
for the project. For new project applications, indicate the estimated operating start and end date
of the project.
18. Estimated Funding: Leave these fields blank.
Additional Resources:
Application Detailed Instructions (on left menu)
http://esnaps.hudhre.info
14. Area(s) affected by the project (State(s) Florida
only):
(for multiple selections hold CTRL key)
15. Descriptive Title of Applicant's Project: HMIS Renewal 2013mp
16. Congressional District(s):
a. Applicant: FL-014, FL-025
b. Project: FL-014, FL-025
(for multiple selections hold CTRL key)
17. Proposed Project
a. Start Date: 05/01/2013
b. End Date: 04/30/2014
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
18. Estimated Funding ($)
a. Federal:
b. Applicant:
c. State:
d. Local:
e. Other:
f. Program Income:
g. Total:
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
I E. Compliance
Instructions:
19. Is Application Subject to Review By State Executive Order 12372 Process?: (required)
Select the appropriate dropdown option that applies to the Applicant applying for homeless
assistance funding.Applicants should contact the State Single Point of Contact(SPOC)for
Federal Executive Order 12372 to determine whether the application is subject to the State
intergovernmental review process.
Click the following link to access the lists of those states that have chosen to participate in the
intergovernmental review process: http://www.whitehouse.gov/omb/grants_spoc
If"YES" is selected enter the date this application was made available to the State for review.
20. Is the Applicant Deliquent on any Federal Debt?: (required)Select the appropriate
dropdown option that applies to the Applicant applying for homeless assistance funding.This
question applies to the applicant organization, not the person who signs as the authorized
representative. Categories of debt include delinquent audit disallowances, loans, and taxes.
If"YES"is selected include an explanation in the space provided on this screen.
Additional Resources:
Application Detailed Instructions (on left menu)
http://esnaps.hudhre.info
19. Is the Application Subject to Review By b. Program is subject to E.O. 12372 but has not
State Executive Order 12372 Process? been selected by the State for review.
If"YES", enter the date this application was
made available to the State for review:
20. Is the Applicant delinquent on any Federal No
debt?
If"YES," provide an explanation:
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
1F. Declaration
Instructions:
I Agree: (required)Select the checkbox next to'I Agree'to (1)certify to the statements
contained in the list of certifications**, (2)certify that the statements herein are true, complete,
and accurate to the best of my knowledge, (3)certify that the required assurances**are
provided, and (4)agree to comply with any resulting terms if I accept an award.Any false,
fictitious, or fraudulent statements or claims may subject the authorized representative and the
applicant organization to criminal,civil, or administrative penalties.(U.S. Code,Title 218, Section
1001)
**The list of certifications and assurances are contained in the CoC NOFA and in the a-snaps
Applicant Profile.
21.Authorized Representative:The authorized representative's information is populated on this
form from the Applicant Profile.A copy of the governing body's authorization for this person to
sign this application as the official representative must be on file in the applicant's office.
Additional Resources:
Application Detailed Instructions(on left menu)
http://esnaps.hudhre.info
By signing and submitting this application, I certify (1) to the statements
contained in the list of certifications** and (2) that the statements herein
are true, complete, and accurate to the best of my knowledge. I also
provide the required assurances** and agree to comply with any resulting
terms if I accept an award. I am aware that any false, fictitious, or
fraudulent statements or claims may subject me to criminal, civil, or
administrative penalties. (U.S. Code, Title 218, Section 1001)
I AGREE: X
21. Authorized Representative
Prefix: Ms.
First Name: Georgia
Middle Name: A
Last Name: Hiller
Suffix: Esq.
Title: Chairwoman, County Board of Commissioners
Telephone Number: (239) 252-8602
(Format: 123-456-7890)
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
Fax Number: (239) 774-3602
(Format: 123-456-7890)
Email: georgiahiller @colliergov.net
Signature of Authorized Representative: Considered signed upon submission in e-snaps.
Date Signed: 12/21/2012
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
2A. Project Subrecipients
This form lists the subrecipient organization(s) for the project. To add a
subrecipient, select the icon. To view or update subrecipient
information already listed, select the view option.
Total Expected Sub-Awards:
Organization Type Sub
Award
Amount
This list contains no items
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
3A. Project Detail
Instructions:
Complete all fields on this form, as appropriate. Please ensure that the information provided is
both accurate and complete in light of the implementation of the HEARTH Act and the interim
CoC program regulations,effective August 30,2012. The selections made on this form will
determine the remaining forms that must be completed with this application.
1. Expiring Grant Number:This field is populated with the expiring grant number entered as the
"Federal Award Identifier"on form 1A.Application Type of this application.
2a. CoC Number and Name: Select the appropriate Continuum of Care(CoC)number and
name. The CoC Name is defined by geography and is independent of the legal name of the
authorized CoC lead agency.
2b. CoC Applicant Name: (required)Select the appropriate authorized CoC collaborative
applicant. The CoC applicant name corresponds with the CoC collaborative applicant with which
the project applicant is choosing to submit their application. This collaborative applicant will
receive the application and determine whether to include it with the CoC application submission
to HUD. In the extremely rare instance that two different CoC collaborative applicants are
applying under the same CoC number, the project applicant must select the appropriate CoC
collaborative applicant name from the available options. It is incumbent upon the project
applicant to correctly identify the appropriate CoC collaborative applicant name. Project
applicants who are unsure of which CoC collaborative applicant name to select should contact
their preferred CoC collaborative applicant.
3. Project Name:This field is populated with the FY2012 project name from the Project form
used to create the project in e-snaps. Return to the Project form to make changes to the name.
4. Project Status: This field is populated with the option"Standard"and should only be changed
to"Appeal"for projects that are appealing a CoC's decision to reject the application. All other
projects should leave the field with the option"Standard." If"Appeal"is selected, an additional
Appeal form will become visible toward the end of the application and additional attachments will
be required on the attachments form.
5. Component Type: Select the component that appropriately identifies the project. The
component type selected here must match the component type listed in the HUD-approved
FY2012 GIW.
6. Energy star: (required)Select Yes or No to indicate whether or not energy star is being (or
will be)used at one or more of the properties that will receive assistance using the requested
funds.
7. Title V: (required)Select Yes or No to indicate whether or not one or more of the project
properties has been conveyed under Title V.
Additional Resources:
Application Detailed Instructions(on left menu)
http://esnaps.hudhre.info
http://www.hudhre.info/coc/
1. Expiring Grant Number: FL0294B4D061003
(e.g., the"Federal Award Identifier"indicated on form 1A.Application Type)
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
2a. CoC Number and Name: FL-606 - Naples/Collier County CoC
2b. CoC Applicant Name: Collier County Hunger & Homeless Coalition
3. Project Name HMIS Renewal 2013mp
4. Project Status Standard
5. Component Type: HMIS
6. Is Energy Star used at one or more of the No
proposed properties?
7. Does this project use one or more No
properties that have been conveyed through
the Title V process?
Ask
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
3B. Project Description
Instructions:
HEARTH Renewal Project Application Page 14 12/21/2012
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
Complete all fields on this form, as appropriate.
ALL PROJECTS
1. Provide a description that addresses the entire scope of the proposed project: (required)A
project description should be complete and concise. It must address the entire scope of the
project, including a clear picture of the community/target population(s)to be served,the plan for
addressing the identified needs/issues of the CoC community/target population(s), projected
outcome(s), and any coordination with other source(s)/partner(s). In cases where the proposed
project is expanding an existing facility or non-HMIS service, document,when applicable, how
the requested funds will supplement existing services and resources or increase participants
served. The narrative is expected to describe the project at full operational capacity.The
description should be consistent with and make reference to other parts of this application.
Applicants are encouraged to review the detailed instructions available on the left menu,as well
as applicable program regulations and desk guides available online at http://esnaps.hudhre.info
PH,TH,AND SSO PROJECTS ONLY
2. Do you lan on serving youth under category 3 of the homeless definition, "unaccompanied
youth and families with children who are defined as homeless under other federal statutes and
who do not otherwise qualify as homeless under this definition"?(required)To become eligible
for serving youth under category 3, CoCs must first request and receive HUD approval. The
CoC must then list the projects that will serve this population on the CoC applicant. The
selection to this question must match the CoC application. Please confirm with your CoC before
selecting "Yes."
TH PROJECTS ONLY
3. Maximum number of months participants are allowed to be housed at the project sites(s):
(required)Use the text box provided to enter any number of months less than or equal to 24.
Only numbers will be accepted.
PH PROJECTS ONLY
3. Will the project provide RRH? (required)The CoC program regulations describe two eligible
types of PH, RRH and PSH. Select Yes if you plan on providing RRH, and NO if you plan on
providing PSH. Applicants that select Yes will only be able to select short-term/medium-term
rental assistance as a housing option. Applicants that select No will only be able to select long-
term rental assistance, leased units, or leased structures as a housing option.
PH AND TH PROJECTS ONLY
4a. If applicable, indicate the type of rental assistance: (required) If applying for rental
assistance, select either PRA,for project based, SRA,for sponsor based,or TRA,for tenant
based. This field will populate the rental assistance budget forms. Applicants not applying for
rental assistance should select N/A.
4b. Indicate the maximum length of rental assistance: (for rental assistance projects only) If
applying for rental assistance, select either Up to 3 months; Up to 12 months; Up to 18 months;
Up to 24 months; or, Unlimited assistance.
4c. Describe the method for determining the type, amount, and duration of rental assistance
that participants can receive: (for rental assistance projects only)Provide a narrative description
of the method used to determine the assistance described in 6a and 6b.
4d.Was the project originally awarded with a leased units budget line item that is now being
converted to rental assistance? (required)Select No from the dropdown if the project was
originally awarded under the S+C Program. Select Yes from the dropdown if the project was
originally awarded under the SHP Program, A change from leasing to rental assistance must be
reflected in the HUD-approved FY2012 GIW.
Additional resources:
Application Detailed Instructions (on left menu)
http://esnaps.hudhre.info
http://www.hudhre.info/coc/
,rte
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
1. Provide a description that addresses the entire scope of the proposed
project.
Renewing the Homeless Management Information System (HMIS) a
computerized system that allows agencies to track service usage over time on a
client level basis. The HMIS provides shared data between participating
agencies, ensuring a more comprehensive delivery of services as well as
providing aggregrate data to support HUD homeless initiatives such as AHAR,
HPRP,Point-In Time and Housing Inventory Counts.
The HMIS data collected is used to identify needs of the County and CoC to
further focus funds to the appropriate services and projects.
HEARTH Renewal Project Application Page 16 12/21/2012
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
4A. HMIS Standards
Instructions:
Complete all fields on this form to indicate the project's past and future expected compliance
with HMIS standards.
1 a. Is the HMIS currently programmed to collect all Universal Data Elements(UDE's)as set
forth in the HMIS Data Standard Notice? (required)Select Yes or No to indicate whether the
HMIS is programmed to collect all of the Universal Data Elements, as outlined in the HMIS Data
Standards, last revised in March 2010.
lb. If no, explain why and the planned steps for compliance: (required if No to 1a) Applicants
must explain why they are not currently in compliance and how they intend to change their HMIS
to comply with the Universal Data Elements.
2a. Is the HMIS currently able to produce all HUD-required reports and provide data as needed
for HUD reporting? (i.e.,Annual Performance Reports, quarterly reports,data for CAPER/ESG
reporting, etc): (required)Select Yes or No to indicate the ability for the HMIS to meet HUD
reporting requirements, including Annual Performance Reports, quarterly reports, and data for
CAPER/ESG reporting.
2b. If no,explain why and the planned steps for compliance: (required if No to 2a)Applicants
must explain what they are not able to currently produce HUD-required reports and how they
intend to change their HMIS to comply with reporting requirements.
3.-8.: Select Yes or No for each question to identify HMIS openness and capability and the
HMIS'current level of security.
Additional resources:
Application Detailed Instructions (on left menu)
http://esnaps.hudhre.info
http://www.hudhre.info/coc/
1a. Is the HMIS currently programmed to Yes
collect all Universal Data Elements (UDE's) as
set forth in the HMIS Data Standard Notice?
lb. If no, explain why and the planned steps for compliance.
Max. 500 characters
2a. Is the HMIS currently able to produce all Yes
HUD-required reports and provide data as
needed for HUD reporting? (i.e., Annual
Performance Reports, quarterly reports, data
for CAPER/ESG reporting, etc).
2b. If no, explain why and the planned steps for compliance.
Max. 500 characters
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Project: HMIS Renewal 2013mp 074947
3. Is the HMIS currently able to track a client's Yes
progress across projects in the CoC?
4. Can the HMIS currently allow end users to Yes
search client records to determine if a client
is actively receiving services in the CoC?
5. Can the HMIS currently unduplicate client Yes
records within the HMIS?
6. Does the HMIS Lead have a security Yes
officer?
7. Does your organization conduct a No
background check on all employees who
access HMIS or view HMIS data?
8. Does the HMIS Lead conduct Security Yes
Training and follow up on security standards
on a regular basis?
9. How long does it take to remove access Within 24 hours
rights to former HMIS users?
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Project: HMIS Renewal 2013mp 074947
7A. Funding Request
Instructions:
The fields that must be completed on this form will vary based on the project type and
component type.
1. Is there an active restrictive covenant on one or more of the project properties?(required)
Select Yes or No to indicate whether or not one or more of the project properties are subject to
an active restrictive covenant.
2.Was the original project awarded funding(in part or whole)under a special housing
initiative? (required)Indicate whether or not the project previously received funds under one of
the following housing initiatives: Samaritan Housing, Chronic Homeless, Permanent Housing
Bonus,or Rapid Rehousing Demonstration. If yes,then the project must continue to meet the
requirements of the initiative for the life of the project in order to continue to receive renewal
funding under the CoC competition.
3. Has this project been reduced through the reallocation process?(required) Select Yes or No
to indicate whether the renewal project is reduced through the reallocation process.
4. Select a grant term: (required)This field will be populated with a one year grant term.
5. Select the costs for which funding is being requested: (required)All projects must identify
the eligible activities for which funding is being requested. Depending on the project type,the
following eligible costs may be listed: leased units, leased structures,short-term/medium-term
rental assistance, long-term rental assistance, supportive services, operations, and HMIS.
Indicate only those activities listed on the HUD-approved FY2012 GIW.
Additional resources:
Application Detailed Instructions(on left menu)
http://esnaps.hudhre.info
http://www.hudhre.info/coc/
2. Was the original project awarded funding No
(in part or whole) under a special housing
initiative?
3. Are the requested renewal funds reduced No
from the previous award using reallocation?
4. Select a grant term: 1 Year
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Project: HMIS Renewal 2013mp 074947
7H. HMIS Budget
Instructions:
Enter the quantity and total budget request for each HMIS cost.The request entered should be
equivalent to the cost of one year of the relevant HMIS activity.
The system populates a list of eligible costs associated with the implementation of an HMIS
and for which CoC funds can be requested.
1. Equipment: eligible equipment costs are for central server(s), personal computers and
printers, networking,and security.
2. Software: eligible software costs are for software/user licensing, software installation,
support and maintenance, and supporting software tools.
3. Services: eligible services costs are for training by third parties, hosting/technical services,
programming (customization), programming(system interface), programming (data conversion),
security assessment setup, on-line connectivity(internet access),facilitation, and disaster and
recovery.
4. Personnel: eligible personnel costs are for project management/coordination,data analysis,
programming,technical assistance and training,and administrative support staff.
5. Space&Operations: eligible space and operations costs are for space costs and
operational costs associated with that space.
Quantity Detail: (required)Enter the quantity in detail (eg. .75 FTE hours and benefits for staff,
utility types, monthly allowance for food and supplies)for each HMIS cost for which funding is
being requested.
Annual Assistance Requested: (required) For each grant year, enter the amount($)requested
for each activity. The request should match the budget amounts identified on the HUD-approved
FY2012 GIW.
Total Annual Assistance Requested:This field is automatically calculated based on the sum of
the annual assistance requests entered for each activity.
Grant Term: This field is populated based on the grant term selected on the"Funding Request"
screen and will be read only.
Total Request for Grant Term: This field is automatically calculated based on the per month
rent entered in the first field, multiplied by 12 months, multiplied by the grant term.
All automatic fields will be calculated once the required field has been completed and saved.
Additional resources:
Application Detailed Instructions (on left menu)
http://www.hudhre.info/coc/
http://esnaps.hudhre.info/
A description must be entered for Quantity. Any costs without a Quantity
description will be removed from the budget.
Eligible Costs Quantity Description Annual Assistance
(max 400 characters) Requested
1.Equipment Computers&equipment $1,500
2.Software ClientTrack Software $36,000
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1/8/2013 Item 16.D.5.
Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
3.Services HMIS Customization $7,545
4.Personnel Employee Costs $54,617
5.Space&Operations $0
Total Annual Assistance Requested $99 662
Grant Term 1 Year
Total Request for Grant Term $99,662
Click the 'Save' button to automatically calculate totals.
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
71. Summary Budget
Instructions:
The system populates a summary budget based on the information entered into each preceding
budget form. Review the data and return to the previous forms to correct any inaccurate
information. All fields are read only with exception to the Total Requested for Grant Term for
Admin, Cash Match,and In-Kind Match.
Admin (Up to 10%): Enter the amount($)of requested administration funds. The request
should match the amount identified on the HUD-approved FY2012 GIW. The grant will not fund
greater than 10%of the request listed in the field"Sub-Total Eligible Costs Request." If an
ineligible amount is entered,the system will report an error and prevent application submission
when the form is saved.
Cash Match: (required)Enter the total amount of funds ($)that the applicant will use for the
project provided by sources other than the CoC program grant.
In-Kind Match: (required)Enter the total dollar value of non-cash resources that the applicant
will use for the project provided by sources other than the CoC program grant.
Total Match: This field will automatically calculate the total combined value($)of the Cash and
In-Kind Match. The total match must equal a minimum of 25% of the request listed in the field
"Total Eligible Costs Requested"minus the amount requested for Leased Units and Structures.
There is no upper limit for Match. If an amount less than 25%is entered,the system will report
an error and prevent application submission when the form is saved.
Cash and In-Kind Match entered into the budget must qualify as eligible program expenses
under the CoC program regulations. Compliance with eligibility requirements will be verified at
grant agreement.
The total values are automatically calculated by the system when you click the "Save"button.
Additional Resources:
Application Detailed Instructions (on left menu)
http://esnaps.hudhre.info
http://www.hudhre.info/coc/
The following information summarizes the funding request for the total
term of the project. However, the appropriate amount of cash and in-kind
match and administrative costs must be entered in the available fields
below.
Eligible Costs Annual Assistance Grant Term Total Assistance
Requested (Applicant) Requested
(Applicant) for Grant Term
(Applicant)
1a.Leased Units $0 1 Year $0
lb.Leased Structures $0 1 Year $0
2.Housing Relocation and Stabilization ;$0 1 Year $0
3.Short-term/Medium-term Assistance
4.Long-term Rental Assistance $0 1 Year $0
5.Supportive Services $0 1 Year $0
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Project: HMIS Renewal 2013mp 074947
6.Operating $0 1 Year $0
7.HMIS $99,662 1 Fear $99,662
•8. total Costs Requested $99;662
9.Admin $0
(Up to 10%)
10 Total Assistance $99,862
plus Ad min Requested
11.Cash Match $19,000
12.In.Kind Match $5,916
13 Total Match $24,916
14 Total Budget $124,578
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
7J. Sources of Leverage
The following list summarizes the funds that will be used as leverage for
the project. To add a leveraging source to the list, select the icon. To
view or update a leveraging source already listed, select the icon.
Total Value of Cash Commitments:
Total Value of In-Kind Commitments:
Total Value of All Commitments:
Type '': Contributor Source Date of Commitment Value of
Commitments
This list contains no items
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Project: HMIS Renewal 2013mp 074947
8A. Attachment(s)
Instructions:
1. Subrecipient Nonprofit Documentation: Documentation of the subrecipient's nonprofit
status must be uploaded, if the applicant and project subrecipient are different entities, and the
subrecipient is a nonprofit organization.
2. CoC Reject Letter:Projects that are applying for CoC funds and that have been rejected for
the competition by their CoC(Solo Projects)must submit documentation from the CoC verifying
and explaining why the project has been rejected.
3. Other Attachment(s):Attach any additional information supporting the project funding
request. Use a zip file to attach multiple documents.
4. Commitment Letter: This option will appear only for former SHP projects that are converting
from Leasing to Rental Assistance. Affected project applicants should attach a commitment
letter from the state or local government,or PHA that will administer the rental assistance.
Please see the NOFA and CoC Program rule for more information.
5. Con Plan Cert: Projects that select"No CoC"on form 3A must submit a consolidated plan
certification for the community that they represent in order to be considered for funding.
Document Type Required? Document Description Date Attached
1)Subrecipient Nonprofit No
Documentation
2) Other Attachment No
3) Other Attachment No
ate.
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
Attachment Details
Document Description:
Attachment Details
Document Description:
Attachment Details
Document Description:
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8B. Certification
A. For all projects:
Fair Housing and Equal Opportunity
It will comply with Title VI of the Civil Rights Act of 1964(42 U.S.C.2000(d))and regulations
pursuant thereto(Title 24 CFR part I),which state that no person in the United States shall,on
the ground of race, color or national origin, be excluded from participation in, be denied the
benefits of, or be otherwise subjected to discrimination under any program or activity for which
the applicant receives Federal financial assistance, and will immediately take any measures
necessary to effectuate this agreement.With reference to the real property and structure(s)
thereon which are provided or improved with the aid of Federal financial assistance extended to
the applicant, this assurance shall obligate the applicant, or in the case of any transfer,
transferee, for the period during which the real property and structure(s)are used for a purpose
for which the Federal financial assistance is extended or for another purpose involving the
provision of similar services or benefits.
It will comply with the Fair Housing Act(42 U.S.C. 3601-19), as amended, and with
implementing regulations at 24 CFR part 100,which prohibit discrimination in housing on the
basis of race, color, religion, sex, disability, familial status or national origin.
It will comply with Executive Order 11063 on Equal Opportunity in Housing and with
implementing regulations at 24 CFR Part 107 which prohibit discrimination because of race,
color, creed, sex or national origin in housing and related facilities provided with Federal financial
assistance.
It will comply with Executive Order 11246 and all regulations pursuant thereto (41 CFR Chapter
60-1),which state that no person shall be discriminated against on the basis of race,color,
religion, sex or national origin in all phases of employment during the performance of Federal
contracts and shall take affirmative action to ensure equal employment opportunity. The
applicant will incorporate, or cause to be incorporated, into any contract for construction work as
defined in Section 130.5 of HUD regulations the equal opportunity clause required by Section
130.15(b)of the HUD regulations.
It will comply with Section 3 of the Housing and Urban Development Act of 1968, as amended
(12 U.S.C. 1701(u)),and regulations pursuant thereto(24 CFR Part 135),which require that to
the greatest extent feasible opportunities for training and employment be given to lower-income
residents of the project and contracts for work in connection with the project be awarded in
substantial part to persons residing in the area of the project.
It will comply with Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 794), as amended,
and with implementing regulations at 24 CFR Part 8, which prohibit discrimination based on
disability in Federally-assisted and conducted programs and activities.
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Project: HMIS Renewal 2013mp 074947
It will comply with the Age Discrimination Act of 1975 (42 U.S.C. 6101-07),as amended, and
implementing regulations at 24 CFR Part 146,which prohibit discrimination because of age in
projects and activities receiving Federal financial assistance.
It will comply with Executive Orders 11625, 12432,and 12138, which state that program
participants shall take affirmative action to encourage participation by businesses owned and
operated by members of minority groups and women.
If persons of any particular race, color, religion, sex, age, national origin, familial status,or
disability who may qualify for assistance are unlikely to be reached, it will establish additional
procedures to ensure that interested persons can obtain information concerning the assistance.
It will comply with the reasonable modification and accommodation requirements and, as
appropriate, the accessibility requirements of the Fair Housing Act and section 504 of the
Rehabilitation Act of 1973, as amended.
Additional for Rental Assistance Projects:
If applicant has established a preference for targeted populations of disabled persons pursuant
to 24 CFR 582.330(a), it will comply with this section's nondiscrimination requirements within the
designated population.
B. For non-Rental Assistance Projects Only.
20-Year Operation Rule.
For applicants receiving assistance for acquisition, rehabilitation or new construction:The project
will be operated for no less than 20 years from the date of initial occupancy or the date of initial
service provision for the purpose specified in the application.
1-Year Operation Rule.
For applicants receiving assistance for supportive services, leasing, or operating costs but not
receiving assistance for acquisition, rehabilitation, or new construction:The project will be
operated for the purpose specified in the application for any year for which such assistance is
provided.
C. For Rental Assistance Only.
Supportive Services.
It will make available supportive services appropriate to the needs of the population served and
equal in value to the aggregate amount of rental assistance funded by HUD for the full term of
the rental assistance.
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Applicant: Collier County Board of County Commissioners 07697790
Project: HMIS Renewal 2013mp 074947
D. Explanation.
Where the applicant is unable to certify to any of the statements in this certification, such
applicant shall provide an explanation.
Name of Authorized Certifying Official Georgia Hiller
Date: 12/21/2012
Title: Chairwoman, County Board of Commissioners
Applicant Organization: Collier County Board of County Commissioners
PHA Number (For PHA Applicants Only):
I certify that I have been duly authorized by X
the applicant to submit this Applicant
Certification and to ensure compliance. I am
aware that any false, ficticious, or fraudulent
statements or claims may subject me to
criminal, civil, or administrative penalties .
(U.S. Code, Title 218, Section 1001).
p:ovelci ea 4o form L legal al i ey
.
Aye` ,'ant County .tfornev
64-*
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9B. Submission Summary
Page Last Updated
1A. Application Type 12/19/2012
1B. Legal Applicant No Input Required
1C. Application Details No Input Required
1D. Congressional District(s) 12/21/2012
1E. Compliance 12/19/2012
1F. Declaration 12/20/2012
2A. Subrecipients No Input Required
3A. Project Detail 12/19/2012
3B. Description 12/21/2012
4A. HMIS Standards 12/19/2012
7A. Funding Request 12/19/2012
7H. HMIS Budget 12/21/2012
71. Summary Budget No Input Required
7J. Sources of Leverage No Input Required
8A. Attachment(s) No Input Required
8B. Certification 12/20/2012
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