Item C13 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meetinj:,, Date: 7/16/14 Division: Social Services
Bulk Item: Yes X No Department: Social Services
Staff'Contact Person: - erv. .Q.Taham ('305) 292-45 10
AGENDA ITEM WORDING: Approval and ratification of submission of a gral'it application for
the Rapid Rehousing Grant offered by the Florida Department of Children and Families, Office
on Homelessness, Grant Application 9 LPZ12, in the amount of 576,598 for the period of
FY2014-2015.
ITEM BACKGROUND: Due to extremely short response time provided by the Department of
Children and Families for the RFP, Monroe County Social Services submitted a proposal for the
grant. If awarded, the grant will be worth 576,598 and will require a 10% county cash match of
57,659.80
PREVIOUS RELEVANT BOCC ACTION: none
CONTRACT/AGREEMENT CHANGES: n/a
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $ 0 BUDGETED: Yes No
COST" TO COUNTY: S 0 SOURCE OF FUNDS: n/a
REVENUE PRODUCINC'r: Yes No AMOUNT PER: MONTH: YEAR:
f /Y
V n
APPROVED BY: County Attm. A413/1)urc Kl"�iilo Risk Management �11
DOCUMENTATION: Included X Not Required To Follow
DISPOSITION: AGENDA ITEM #
Revised 8'06
r �
c j O BOARD OF CO N FN COMMISSIONERS
County of Monroe �� � Mawr Srl�iIJ.cn) �I)arpi� District
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The Florida Keys (,Gorge �Jeu��en1. District
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., I loather Carruthers. DkIrlct 3
Dat id Dice, District .1
Monroe Countti Social Screices Department
Sher,I Orahani. Sr. Director
Hic I tonic Gato Ci,;ar Factor
1 Iof)Simonion`itreet,Strite 2-25'
Kev West. FL .33040
u 05)29245 P) Phone.
(3Gi)295-4;,9 .I a-\
TRANSMITTAL LETTER
.Jennifer Maker
Office on I fomelessness
Department of Children and Families
1317 Winewood Blvd.
Bldg. 3, Room 201
"Tallahassee, FL 32399-0700
Dear Ms. Baker,
This transmittal letter is being sent to convey the following information on the 2014 Emergency Solutions
Grant solicitation and in response to section 4.2 of Grant Solicitation # LPI12.
Monroe County Board of County Commissioners/Monroe County Social Services requests consideration
for the following with regard to the 2014 Emergency Solutions Grant:
1) The amount of grant assistance requested:
Prevention and Re-I-lousing $76.598
2) An overview of eligible grant activities to be assisted:
Ralfid Re-Housing:
A. Rental assistance: short temi/1 to 3 months
B. Financial Assistance: Security deposits
C'. Services Costs: Housing Stability Case management
Homeless Pr-evention:
A. Rental assistance: short term/l to 3 months
B. Financial Assistance: Security deposits
C. Services Costs: Housing Stability Case management
H,t<IIS: cost of contributing data
. (hninistraliiv Cavts: performance measures and reporting
�) The estimated number of eligible households to be served: 0
I he estimated number of eligible persons to he served: 75
4) The statYperson to serve as the point ofcontact for the application, including phone number, lax
number and email address for the contact person:
Shervl Graham, Senior Social Services Director
Monroe County Social Services
Phone: ( 05)292-4510
Fax Number: (305) 295-4359
5) The geographic area to be served by the funded homeless prevention services: Monroe County in
its entirety.
If additional information is required or requested to clarify any of the above, said information will be
outlined in the Application Content or Program Narrative.
Most Sincerely,
Sheryl iraham LYeb��� ederi�ck
Senior Director Deputy County Administrator
Monroe County Social Services Monroe County Board of County Commissioners
i
z
SUMMARY PAGE
1) Applicant's Name: Monroe County Board of County Commissioners/
Monroe County Social Services
� i.
Applicant's Tax Identification Number: 59-6000749
2) Applicant's DUNS # and CCR #: 073876757 (See Attached Documentation)
3) Type of Organization: Local County Government
4) Mailing Address of the Applicant:
Sheryl Graham, Sr. Director
Monroe County Social Services
1100 Simonton Street, 2-257
Key West, Florida 33040
5) The address where the grant funded services will be carried out or accessed b
the intended eligible households:
1100 Simonton Street, 1" Floor, Key West, FL
490 63`d Street Ocean, Marathon, FL
88820 Overseas Hwy, MM 88.8, Tavernier, FL
6) Applicant's total budget for the homeless prevention program/services for the last
completed fiscal year of the applicant. State the period covered by fiscal year:
ESG: $111,608 November 1, 2012 through September 30, 2013
Welfare: $34,150 October 1, 2012 through September 30, 2013
LIHEAP: $256,314 March 1, 2012 through April 30, 2013
7) List of the sources of revenue received that supported the budget. If state, federal
or local government grants were received, list each grant separately by: Grantor
Agency, Grant Program Name and Amount of Grant Award,
Grantor Agency: Department of Children and Families
Program Name: Emergency Solutions Grant (ESG)
Amount: $ 100,000 (11/1/2012 —6/30/14)
$ 11,608 (7/1/2013— 6/30/14)
Grantor Agency: Monroe County Board of County Commissioners
Program Name: Welfare/Community Support Services
Emergency Shelter and Utility (Ad Valorem Taxes/General Fund)
Amount: $ 18,450 (10/1/2012 — 9/30/2013) Shelter
$ 15,700 (10/1/2012 — 9/30/2013) Utility
$ 18,000 (10/1/2013— 9/30/2014) Shelter-Current Year
$ 15,200 (10/1/2013 — 9/30/2014) Utility-Current Year
Grantor Agency: Department of Economic Opportunity
Program Name: Low Income Home Energy Assistance Program (LIHEAP)
Amount: $ 256,314 (3/1/2012 — 3/31/2013)
$ 245,491 (3/1/2013 — 3/31/2014)
2014 Emergency Solutions Grants
Grant Application
Street Outreach
Prevention/Rapid Re-Housing
Shelter Facilities
Grant Application # LPZ12
Offered by the
Florida Department of Children and Faviuilies
Office on Homelessness
a
F. 4 r
ANO
MYFLFAMILIFS.COM
All applications must be received by the
Office on Homelessness at:
1317 Winewood Boulevard
Building 3, Room 201
Tallahassee, FL 32399-0700
Before 3:00 p.m. on June 23, 2014
Emergency Solutions Grant, Grant Application
EMERGENCY SOLUTIONS GRANT OVERVIEW
The Emergency Solutions Grant (ESG) Program is a federally funded program awarded to the
State of Florida through the Department of Housing and Urban Development (HUD). The State
of Florida is required to distribute the grant for projects operated by local government agencies
or private non-profit organizations.
The ESG program is designed as the first step in a continuum of assistance that addresses
homelessness and enables the homeless population to move steadily toward independent
living. The Continuum of Care (CoC) model is based on the understanding that homelessness is
not caused simply by o lack of shelter, but is reused by o variety of underlying human and social
conditions. HUD believes the best approach for alleviating homelessness is to establish a
community-based process that provides a comprehensive response to the diverse needs of
homeless persons. The fundamental components ofa [o[ system are:
1) Outreach and assessment to identify a homeless person'sneeds;
2) Immediate (emergency) shelter as a safe, decent alternative to the streets;
3\ Transitional housing with appropriate supportive services to help people achieve
independent living; and
4\ Permanent housing or permanent supportive housing for the disabled homeless.
The objective of the ESG Program is to fund activities in the following planning areas of (1)
Street Outreach (2) Homeless Prevention and Re-Housing; and (3) Shelter Facilities. Applicants
may only submit one /1\ application to complete activities in one <1> planning area.
SCOPE OF WORK
The ESG Program will fund activities that meet the definitions contained in the HUD regulations
published in24C.F.R. Part 676, asamended. Applicants are directed to review the definition of
homeless in 24[F.R. 5762
Eligible components of the ESG Program are Street Outreach, Emergency Shelter, Homeless
Prevention, Rapid Re-Housing, Homeless Management Information System /HK4|S\, and
administrative costs (capped at4.596\.
Each applicant must provide written standards for providing assistance in accordance with 24
C.F.R. Part576.
Successful applications will provide dear and concise program goals, objectives, and eligible
services to perform for homeless persons as defined in 24 [.F.R. Part 576.
ELIGIBLE APPLICANTS
Local units ofgovernment in Florida (any county, city, town, township, parish, village, or other
general purpose political subdivision of state) or private non-profit organizations (defined in
Section 501(C) of the Internal Revenue Code) are eligible to apply for this grant.
PARTICIPANT ELIGIBILITY
Persons eligible Lo receive services being funded by this grant are:
1} Homeless persons who meet the definition of homelessness as defined in 24 C.F.R. Part 576,
for type of service provided;
Z\ Persons at-risk of becoming homeless under 24 C.F.R. Part 576, for the type of service
provided;
2O14 Emergency Solutions Grant 2
3\ Applicants must establish written policies and procedures specific to n*cordkeeping and
documenting eligibility assessments at intake and periodic re-evaluation; and
4) Program must maintain documentation on all households seeking assistance, even if
determined to be ineligible (documentation must reflect why).
OBJECTIVES, TASKS, DELIVERABLES,AND PERFORMANCE MEASURES
The Department requires all responsive applicants to select the program component for which
they wish to apply: (1) Street Outreach, /2\ Homeless Prevention and Rapid Re-Housing, or (3)
Emergency Shelter.
1\ STREET OUTREACH
a) To reduce the number ofunsheltered homeless persons on the street
and provide them with essential services to address immediate needs.
b\ Tasks: Develop written standards and procedures related to reaching unsheltered
individuals and families. Essential services must be provided on the street or in parks,
abandoned buildings, bus stations, campgrounds, and in such settings where
unsheltered person are staying.
c\ Required Written Standards: Applicants must develop written standards and
procedures for providing assistance in accordance with provisions set forth in 24 C.F.R.
Part 576. These required written standards must be approved by the Department prior
10 grant execution. Standards must comply with the following:
1. The standards for providing Street Outreach in 24 [.F.R. 576.400/eU1\ and (e)(3\.
2. Standard policies and procedures for evaluating individuals' and families' eligibility
for assistance under the ESG:
/a\ Minimum Standards: Must be (1) consistent with the definition of homeless
and at-risk homeless set forth in 24 C.F.R. 576.2; and (2) the record keeping
requirements set forth in 24C.F.R. 576.500 (b-e).
3. Policies and procedures for coordination among homeless service applicants, aswell
as mainstream service and housing applicants:
/a\ Standard shall encompass all applicants and programs
listed in 24[F.R. 576.400/b\ and /c\.
4. Standards for targeting and providing essential services to the unsheltered homeless
persons related to street outreach activities.
d\ The Department shall require all
applicants to obtain and submit in the grant application specific certification from the
designated [o[ lead agency that the applying agency is using the coordinated
assessment system. If the [o[ has not yet developed such m coordinated assessment
system in accordance with HUD requirements, the CoC lead agency shall provide written
documentation of this fact. Victim service applicants may choose not to use the [o['s
coordinated assessment system. If so, the victim service applicant shall document this
decision inwriting.
e) Eligible Activities: Essential services toeligible participants provided on the street orin
parks, abandoned building, bus stations, campgrounds, and in other such settings where
2OI4 Emergency Solutions Grant 3
unsheltered persons are staying. Staff salaries related to carrying out Street Outreach
activities are also eligible. Activities include, but are not limited to:
1. Activities to locate, identihy, and build relationships with unsheltered
homeless people for the purpose of providing immediate support, intervention, and
connections with homeless assistance programs and/or mainstream social services
and housing programs.
2. Case Management: Assessing housing and service needs, and
arranging/coordinating/monitoring the delivery of individualized services.
l Emergency Health and Mental Health Services: Outpatient treatment of urgent
medical conditions by licensed medical professionals in community-based settings
(campgrounds, streets, and parks) tothose eligible participants unwilling orunable
to access emergency shelter Vran appropriate healthcare facility,
4. : Travel by outreach workers, social workers, medical professionals or
other service applicants during the provision of eligible street outreach services.
5. Services to Special Populations: Otherwise eligible essential services that have been
tailored to address the special needs of homeless youth, victims of domestic
violence and related crimes/threats, and/or people living with HIV/AIDS who are
homeless.
U : Successful applicants are required to meet the following deliverables as
port of compliance for funding received under the ESG:
1. The Recipient will establish a rnininnunn service level for monthly reporting. This will
be the roininnuno number of persons that the applicant expects to serve monthly
with street outreach activities.
2. The Recipient will submit as pad of their monthly reimbursement request, the total
number of clients served during the reporting period as well as the total number of
clients served todate.
g) Performance measures are proposed to be used jointly by the
Department and the CnC lead agency to assess the performance of the funded
recipients under the ESG. Recipients will be required to provide copies of the
Department required reports tothe lead agency at the same time the report is due to
the Department. Performance measures will include:
I. Percentage of clients assessed who are successfully placed in housing.
2. Reduction in the number of unsheltered homeless persons in the CoC
planning area.
2\ HOMELESS PREVENTION AND RAPID RE-HOUSING
a\ Prevention Objective: Provide rental assistance along with stabilization services
necessary to prevent an individual or family from becoming homeless, having to move
into an emergency shelter, or other place not suitable for human occupancy.
6) Tasks: Develop written standards and procedures for providing services to individuals
and families who are at risk of homelessness. This means those who qualify under the
homeless orat risk of homelessness definitions in 24 [.F.R. Part676.2>. Individuals and
families must have an income below thirty percent (30%) of area median income (AMI).
2OI4 Emergency Solutions Grant 4
c) Applicants must develop written standards and
procedures for providing assistance in accordance with provisions set forth in 24 [.F.R.
576. These written standards must be approved by the Department prior to grant
execution. Standards must comply with the following:
I, Standard policies and procedures for evaluating individuals' and families' eligibility
for assistance under the ESG:
/a\ Minimum Standards: Must be (l) consistent with the definition ofhomeless
and at-risk homeless set forth in 24CfR. 5762; and (2) the record keeping
requirements set forth in 24[fR. 576.500 (b-e).
2. Policies and procedures for coordination among homeless service applicants, as well
as mainstream service and housing applicants:
(a) Standard shall encompass all applicants and programs
listed in 24 [F.R. 576.400/b\ and (c).
3. Policies and procedures for determining and prioritizing which eligible families and
individuals will receive homeless prevention assistance or rapid re-housing aid.
(a) Families with children or youth exiting from state
care or custody shall be given preference under the Department's award for
both prevention and rapid re-hnusing, tothe rnaxirnunn extent possible.
4. Standards for determining the share of rent and utility costs that each eligible
participant must pay, if any, while receiving either homeless prevention or rapid re-
housing aid.
5. Standards for determining how long particular participant will be provided with
rental assistance, and whether and how the amount of assistance may he adjusted
over time.
G. Standards for determining the type, amount and duration of housing stabilization
and/or rapid re-housing assistance and/or relocation services to be provided to an
eligible participant, including limits, if any, on the amount of homeless prevention or
rapid re-housing assistance that a participant may receive. The standards shall set
forth the rnaxinnunn amount of assistance, the rnaxinnurn months of assistance
possible, and maximum number of times a participant may receive assistance.
d\ he Department shall require all
applicants toobtain and submit inthe grant application specific certification from the
designated [nC lead agency that the applying agency is using the coordinated
assessment system. If the CV[ has not yet developed such a coordinated assessment
system in accordance with HUD requirements, the CVCs lead agency shall provide
written documentation of this tact. Victim service applicants may choose not to use the
[o['s coordinated assessment system. |f so, the victim service applicant shall document
this decision in writing.
e\ Eligible Activities: Applicants may provide any one or all of these services to eligible
program participants:
1. Rent Assistance: available for eligible clients to prevent families or individuals from
becoming homeless in a shelter or an unsheltered situation. The rent payments
must be made directly to the housing provider and may include:
/e\ Short-term tenant based rental assistance:
Rent assistance provided for a period of one (l) to three (3) months
lO14 Emergency Solutions Grant 5
(b) Medium-term tenant based rental assistance:
Rent assistance provided for a period of four(4) to twenty-four(24) months
(c) Payment of Rental Arrears:
One-time payment upto six (6) months for rent.
Any combination of the above assistance may be provided aslong as the total does not
exceed twenty-four (24) months of assistance in any three (3) year period (including any
payment for last nnonth's rent or for utility payments, this includes six (6) months of
payments for arrears).
Requirement and Restrictions: Provisions of rental assistance are set forth in 24 C.F.R.
57G-1O6.
NOTE: Project based rental assistance is excluded as an eligible activity for the purposes
of this grant application.
2. Financial Assistance: includes activities to help families or individuals regain stability
in their current housing or other permanent housing. Applicants may provide any
one or all of these services 10 eligible program participants:
(a) Rental application fees
(b) Security deposits equal to no more than two (3) months' rent
(c) Last rnonth'a rent if necessary to obtain housing for a program participant,
provided it does not exceed one rnonth'srent
(d) Utility deposits required by the utility company for gas, electric, water and
sewage for all customers served
(e) Utility payments for gas, electric, water and sewage bills not to exceed
twenty-four /24> months ofpayments per participant, including upto six (6)
months of utility bills in arrears
(f) Moving costs, such as truck rental or hiring a moving company, and
temporary storage fees not to exceed three (]) months
3. activities which can aid participants with achieving housing stability as well
as dealing with previous issues related to housing instability. Applicants may
provide any one or all of these services to eligible program participants:
(a} Housing search and placement
(b) Housing stability case management
<c\ Mediation between the program participant and landlord necessary to
prevent the participants from losing their present permanent housing
/d\ Legal services
/e\ Credit counseling to assist participants with skills for household budgeting,
money management, credit report access, and resolving credit problems, but
does not include payment of modification ofadebt.
R Successful applicants are required to meet these deliverables as part of
compliance for funding received under the ESG:
ZDl4 Emergency Solutions Grant 6
1. The Recipient will establish a nninirnunn service level for providing assistance. This
will be the rnininnunn of persons that the applicant expects to serve monthly with
homeless prevention activities.
I The Recipient will submit as part of their monthly reimbursement request, the total
number of clients served during the reporting period as well as the total number of
clients served to date with prevention assistance.
g} Performance measures are proposed to be used jointly by the
Department and the CoC planning lead agency to assess the performance of the
Department's funded recipients under the ESG. Recipients will be required to provide
copies of the Department required reports to the lead agency at the same time the
report is due to the Department. Performance measures will include:
1. Reduction in the number of households with children who are homeless in
the [oCarea.
2. At least a thirty-five percent (35Y6) of the participants served remain in
permanent housing six (6) months following the last date of assistance
provided under the grant.
h\ : Provide rental assistance along with stabilization services
as necessary to help a homeless individual or family move as quickly as possible into
permanent housing and achieve stability in that housing.
1, Tasks: Develop written standards and procedures for providing rent assistance and
services to individuals or families who are literally homeless [currently living in an
emergency shelter or place not meant for human habitation,l who qualify under
paragraph (1) and /4\ of the HUD homeless definition. Assistance shall benecessary
to help homeless individuals and families move into permanent housing and achieve
housing stability.
i\ Applicants must develop written standards and
procedures for providing assistance in accordance with provisions set forth in 24C.F.R.
Part 576. These written standards must be approved by the Department prior togrant
execution. Standards must comply with the following:
1. Standard policies and procedures for evaluating individuals' and families' eligibility
for assistance under the ESG. The nnininnurn standards for policies and procedures
must be consistent with the definition of homeless set forth in 24LF.R. Part 576.2;
and the record keeping requirements set forth in C.F.R. Part 576.500 (b-e).
2. Policies and procedures for coordination among homeless service providers, as well
as mainstream service and housing providers. The rnininnunn standards for policies
and procedures shall encompass all providers and programs listed in 24 C.F.R.
576.4OO(b) and (c).
3. Policies and procedures for determining and prioritizing which eligible families and
individuals will receive homeless prevention assistance or rapid re-housing aid,
Department's Priority: Families with children, or youth exiting from state care or
custody, shall be given preference under the Department's award for both
prevention and rapid re-housing, to the maximum extent possible,
1. Standards for determining the share of rent and utility costs that each eligible
participant must pay, if any, while receiving rapid re-housing aid.
2O14 Emergency Solutions Grant 7
3. Standards for determining how long particular participant will be provided with
rental assistance, and whether and how the amount ofassistance may be adjusted
over time.
3. Standards for determining the type, amount and duration of housing stabilization
and/or rapid re-housing assistance and/or relocation services to be provided toan
eligible participant, including limits, if any, on the amount of homeless prevention or
rapid re-housing assistance that a participant may receive. The standards shall set
forth the nnaxinnu/n amount of assistance, the nnaxirnurn months of assistance
possible, and maximum number of times a participant may receive assistance.
j) Applicants may provide any one or all of these services to eligible
program participants:
1. Rental assistance payments are made directly tothe housing provider to aid families
or individuals who are homeless move into permanent housing and achieve stability
in that housing.
(a) Short-term tenant based rental assistance:
Rent assistance provided for a period of one (1) to three (]) months
(b) Medium-term tenant based rental assistance:
Rent assistance provided for a period of four (4) to twenty-four(24) months
/c\ Payment of Rental Arrears:
One-time payment up to six (6) months for rent arrears.
Note: Any combination of the above assistance may be provided aslong as the total does not exceed
twenty-four (24) months of assistance in any three (3) year period (including any payment for last
month's,ent).
The federal requirements and provisions on rental assistance are set forth in 24 C.F.R.
576.
2. Financial Assistance is those activities to help families or individuals gain stability in
permanent housing. Applicants may provide any one or all services to eligible
program participants:
/a\ Rental application fees
/b> Security deposits equal to no more than two /2\ months' rent
(c) Lost nnonth's rent if necessary to obtain housing for a program participant,
provided it does not exceed one nnonth~srent
(d) Utility deposits required by the utility company for gas, electric, water and
sewage
/e\ Utility payments for gas, electric, water and sewage bills not to exceed tvventy-
four (Z4) months ofpayments per participant, including up to six /6> months of
utility bills in arrears; and
/O Moving costs, such as truck rental or hiring a moving company, and temporary
storage fees not to exceed three /3\ months
3, Services are those activities which can aid participants with achieving housing
stability as well as dealing with previous issues related to housing instability.
Applicants may provide any one or all of these services to eligible program
participants:
(a) Housing search and placement
/b\ Housing stability case management
ZO14 Emergency Solutions Grant 8
(c) Mediation between the program participant and landlord necessary to prevent
the participants from losing their present permanent housing
/d\ Legal services
(e) Credit counseling to assist participants with skills for household budgeting,
money management, credit report access, and resolving credit problems, but
does not include payment of modification ofadebt.
k\ Successful applicants are required to meet these deliverables as part of
compliance for funding received under the ESG:
1. The Recipient will establish a rninirnurn service level for providing assistance. This
will be the nnininnunn of persons that the applicant expects to serve monthly with
rapid re-housing activities.
2. The Recipient will submit as part of their monthly reimbursement request, the total
number of clients served during the reporting period as well as the total number of
clients served to date with re-housing assistance.
k\ Performance measures are proposed to be used jointly by the
Department and the CoC planning lead agency to assess the performance of the
Department's funded recipients under the ESG. Recipients will be required to provide
copies of the Department required reports to the lead agency at the same time the
report is due to the Department. Performance measures will include:
1. Reduction in the number of households with children who are homeless in
the[n[ area.
3. At least thirty-five percent /3596\ of the participants served remain in
permanent housing six (6) months following the last date of assistance
provided under the grant.
3\ EMERGENCY SHELTER FACILITIES
a\ (1) Increase the number and the quality of emergency shelters facilities that
serve homeless persons, (2) help cover the costs of operating emergency shelter
facilities serving homeless persons, and (3) provide essential supportive services to
homeless persons.
b) Tasks: To provide written standards and procedures for service delivery to individuals
and families who are homeless, meaning those who qualify under paragraphs (1), (2),
(3), and (4) of the HUD homeless definition (24Cf.R. 576.2).
c) Applicants must develop written standards and
procedures for providing assistance in accordance with provisions set forth in 24C.F.R.
Part 576. These written standards must be approved by the Department prior togrant
execution. Standards must comply with the following:
l. Standard policies and procedures for evaluating individuals' and families' eligibility
for assistance under the ES(S:
/a\ Minimum Standards: Must be /I\ consistent with the definition of homeless
set forth in 24 LF.R. 576.2; and (2) the record keeping requirements in 24
C.F.R. 576.500 (b-e).
Z. Policies and procedures for coordination among homeless service providers, as well
as mainstream service and housing providers:
/s\ Minimum Standards: Standard shall encompass all providers and programs
listed in 24 [.F.R. 576.400(b) and /c\.
IOI4 Emergency Solutions Grant 9
I Policies and procedures for admission, diversion, referral and discharge by
emergency shelters assisted under ESG. This must include standards regarding
length of stay, if any, and safeguards to meet the safety and shelter needs of special
population, such as victims of domestic violence. Such standards shall also address
the individuals and families who have the highest barriers to housing and are likely
tobe homeless the longest.
4. Policies and procedures for assessing, prioritizing, and reassessing individuals' and
families' needs for essential services related to emergency shelter,
d\ CoC Centralized or Coordinated Assessment System: The Department shall require all
applicants to obtain and submit in the grant application specific certification from the
designated [o[ lead agency that the applying agency is using the coordinated
assessment system. If the [oC has not yet developed such a coordinated assessment
system in accordance with HUD requirements, the Continuum lead agency shall provide
written documentation of this fact. Victim service applicants may choose not to use the
[ontinuunn's coordinated assessment system. If so, the victim service applicant shall
document this decision inwriting.
e\ Applicants may provide any one or all of these services to
eligible program participants:
1. Essential services can address the immediate needs of the homeless, and can help
enable homeless persons in becoming more independent and tosecure permanent
housing services provided to individuals and families who are in the an emergency
shelter and include but are not limited to:
� Case Management
� Child Care
� Mental Health Services
m Substance Abuse Treatment Services
� Education Services
� Employment Assistance and Job Training
� Life Skills Training
� Transportation
� Outpatient Health Services
� Legal Services
� Services for special populations
� Staff salaries necessary to provide the above services
2. Ineligible Activities:
(a) Salary of case management's supervisor when not working directly on
administration for the program
(b) Advocacy, planning and organization capacity building
(c) Staff recruitment and training
(d} Transportation costs not directly associated with the homeless participant's
travel to and from essential service.
/e\ Purchase or long-term lease ofa motor vehicle.
(f) Ineligible operating and maintenance costs include:
1. Recruitment/training staff(on-going)
2. Depreciation
3. Public relations or fund raising
4. Bad debts/|etefees
ZDI4 Emergency Solutions Grant 10
5. Mortgage payments
5. Purchase or lease ofvehicles
7. Staff training
8. Fund raising activities
3. Operational Costs are those costs needed to operate and maintain emergency
shelters and also to provide other emergency lodging when appropriate, including:
(a) Maintenance (minor/routine repairs);
/b\ Food;
/c\ Rent;
(d) Furnishings;
(e) Security;
/8 Equipment;
(o) Fuel;
(h) Operational Supplies;
U\ Insurance;
U\ Utilities; and
(k) Hotel/motel voucher, ONLY when no appropriate emergency shelter is available.
4. Eligible costs to renovate the shelter facility include labor, materials,
tools and other costs for the renovation of the shelter owned by the eligible
government entity or private nonprofit organization applying for the grant.
Note: Limitation of Transitionol housing focilities
Any project that was funded by the Department under the Emergency Shelter Grant
in 2010, may continue to be funded under this grant application. No other
transitional housing facilities shall be eligible under this grant.
f\ Successful applicants are required to meet these deliverables as part of
compliance for funding received under the ESG:
1. The Recipient will establish a rnininnunn service level for providing assistance. This
will be the roinirnurn of persons that the applicant expects to serve monthly with
housing in the emergency shelter or transitional housing facility.
Z. The Recipient will submit as part of their monthly reimbursement request, the total
number of clients served during the reporting period as well as the total number of
clients served to date in the emergency shelter or transitional housing facility.
g> Performance measures are proposed to be used jointly by the
Department and the [o[ planning lead agency to assess the performance of the
Department's funded recipients under the E56. Recipients will be required to provide
copies of the Department required reports to the lead agency at the same time the
report is due tothe Department. Performance measures will include:
l. Reduction in the unsheltered homeless population of the [oC
area.
2. Reduction in the recipients' average length of time stayed for
clients served in the shelter.
3. Percentage of persons who exit and return to homelessness
within three /3\ months.
2Ol4 Emergency Solutions Grant 11
Funding Available
The U.S. Department of Housing and Urban Development (HUD) has awarded the State of
Florida 54,605,599 based on area demographics of the communities in Florida that did not
receive a direct award from HUD for 2014, Based on the Department's 20I4Action Plan, the
grant funding shall be allocated to the following eligible components:
Emergency Shelters $1,842,240
Street Outreach $ 230,280
Homeless Prevention and $2,210,687
Re-Housing
Grant Administration $ 322,392
TOTAL $4,605,599
Under grant administration, the Department retains $110,374 for its costs, with $I64,084
available for local sub recipient administration not to exceed 4.5 percent /4.5Y8\ of the grant
award. The Department may add to the component allocations unob|igated or unexpended
funds available from the 2O13 grant program.
Funding of the 20I4 ESG program is subject to the appropriation of spending authority by the
Legislature for FYZO14/2O15 budget year.
Maximum Grant Awards by Component:
Component Maximum Grant Maximum Total Award
Award Administration
Emergency Shelter $73,300 $3,298 $76,598
Street Outreach $45,000 $2,025 $47,025
Prevention and $73,300 $3,298 $76,598
Re-housing
The awards will be for g one year period, ending June 30, 2015. The amount pf funding will
depend on award allocations and budget availability.
The State's Funding Priorities - First priority |n funding will 0oLo local governments and non-
profit organizations located in and serving only areas of the state that do not receive an ESG
award directly from HUD. Second priority will be given to local governments and non-profit
organizations located in areas of the state that received an award directly from HUD AND
intend to provide ESG services toon area that receives a direct award.
Applicants can only submit one application to the Department under the grant application for
one of the allowable components: Prevention, Facilities, or Street Outreach.
An exception to this rule pertains to eligible non-profit which provides homeless services in
more than one [o[ planning areas. Such entities may submit no more than one application to
the Department under one of the three eligible components for each Co[ planning area they
serve.
ZOl4 Emergency Solutions Grant 12
Maximum Grant Awards 6mCoC Planning Areas
Maximum #
Street Outreach One /1\
Prevention/Re-Housing Tvvo (Z)
Emergency Shelter Four (4)
The lead agency of the [o[ shall not certify more applications than the rnaxirnuno number of
awards set forth above. if more applications are certified and submitted, the Department shall
notify the lead agency. The lead agency must notify the Department which app||cation(s) are to
be withdrawn and not considered for anaward,
FEDERAL PROGRAM REQUIREMENTS
Definitions
The definitions contained in the HUD regulations published in 24 [.F.R. Part S76 shall govern
the Department's grant awards. Copies of these federal regulations are available by contacting
the grant manager identified in the Department contact section, Applicants are directed to
review the definition of homelessness in 24 C.F.R. Par157G.2.
Program Requirements
As the source of the ESG is a federal grant from HUD, the federal regulations published for the
grant program at24 [.F.R. Part 576 shall govern the awards made by the Department.
In addition to the definitions contained in 24C.F.R. Pari575, grant recipients must also comply
with other federal laws and regulations, including the following:
Receipt of ESG funds requires that the state make services available to all on a
nondiscriminatory basis. The recipient must establish procedures that will ensure that services
funded by ESG are available to persons of any race, color, religion, sex, age, familial status or
national origin.
Nonprofit applicants must have their proposals approved by a signatory official(s) from the
governing body of the local governmental jurisdiction(s) in which they intend to provide
services under this grant. (see Appendix V). Proposals must also be consistent with local or
state consolidated plans required by the HUD.
Participation in the HK4|S is a requirement for receipt of ESG funds. HK4|S requirements are
outlined in the U5 Department ofHousing and Urban Development rule notice filed July 2O,
2004, as amended in March, 2010and in 24 [.F.R. Part 576. Accordingly, only applicants who
commit to participate in the HK4|Svvi|| be considered for E5G funding in 2014. Section 605 of
the Violence Against Women Act of2OO5 amended the McKinney-Veto Homeless Assistance
Act to prohibit victim service applicants from entering personally identifying information into an
HM|S database. This law applies to applicants receiving Violence Against Women Act and/or
Family Violence Prevention and Service Act funding. Domestic violence services applicants are
JOI4 Emergency Solutions Grant 13
not required to participate in HK4|Si but shall provide aggregate service data on persons served
and outcomes achieved. (See HUD Notice issued March IG, 2007, published in the Federal
Register.)
There are additional federal and state assurances and certifications that applicants must
comply with, including all ordinances, codes and statutes relating to buildings, health, fire,
safety, sanitation, zoning and the environment, as well as habitability standards for all housing
units occupied by assisted participants.
Applicants shall be aware of and comply with regulations and requirements set forth in 24
C.F.R. Part576.2], ESG Program: Stewart B. McKinney Homeless Assistance Act. Organizations
that are religious or faith based are eligible, on the same basis as any other organization, to
participate in the E5G program. Neither the Federal government nor a state or local
government receiving funds under ESGs programs shall discriminate against an organization on
the basis of the nrganization's religious character or affiliation. Provisions set forth generally
require that when services are funded under the ESG program the services will be provided in a
way that is free from religious influences and in accordance with the following principles:
I. An organization that participates in the ESGs program shall not, in providing
assistance, discriminate against n program beneficiary orprospective program
beneficiary on the basis ofreligion or religious belief;
2. The organization will provide grant services in a way that is free from religious
influences and will not engage in inherently religious activities, such as
worship, religious services, instruction, counseling, orprmse|ytizadon as part of
the programs or services funded under the grant. If an organization conducts
such activities, the activities must be offered separately, in a time of location,
from the programs or services funded under the grant, and participation must
be voluntary for the beneficiaries of the programs of services funded by the
grant;
3. The organization will not discriminate against any employee or applicant for
employment on the basis of religion and will not limit employment or give
preference on the basis of religion; and
4. The organization will not limit services provided to, or give preference to any
person seeking services based onreligion.
Fiscal Requirements: Match
The ESG requires matching funds. Recipients of the grant award are required by the State of
Florida to match the ESG with an amount of funds from other sources that equals the amount
of the ESGaward. An applicant may use in-kind services, or other public or private cash sources
to meet the dollar for dollar match. Matching funds must be provided after the date of grant
avvard. Funds used to match previous ESG nr any other grant may not be used to match the
grant award made under this grant application.
Grant recipients may use any of the following as matching funding:
I. Cash
2OI4 Emergency Solutions Grant 14
Z. Value or fair rental value of any donated material or building used to support the
ESG program, including the value of any lease onabuilding
3. Value of the time and services contributed by volunteers to carry out the program of
the recipient based on the value at rates consistent with those paid for similar work
in the recipient's organization /24[F.R. 576.201(e)\.
T'he Department will reimburse the grant recipient for eligible expenditures, based upon
actual program expenses incurred along with supporting documentation. There will be
no advance payments under this grant application. The supporting documentation must
be submitted along with copies of invoices in order for payment to be processed.
The grant recipient will be a||nvved to expend the grant funds from the date of execution of the
grant agreement, until June ]O, 2015, subject to the approval by the Legislature of spending
authority in the respective state budget years.
DEPARTMENT CONTACT PERSON AND INQUIRIES
The contact person for the Department for the 2014 ESG application process is:
Jennifer Baker
Office nnHomelessness
Department ofChildren and Families
I]17VVinevvnndBlvd.
Bldg. 3, Room 201
Tallahassee, FL323B9-O7OO
(850) 717-4356
]ennifer_8aker@dc[stote.flus
Applicants are permitted to contact the Department Staff after the notice of grant application
has been posted. Department staff will respond to applicant written questions based upon the
written grant application document. The written grant application document isbinding.
Eligible applicants may submit written inquiries to the Grant Manager regarding the grant
application in order to enhance their understanding ofthe requirements. Use of electronic
communications is encouraged for all inquiries. Written inquiries must be submitted by June ],
2014. Responses to all written inquiries will be posted to the Department's internet site at
.
The Department will hold a conference call for all eligible applicants on June 2, 2014 at 11 a.m.,
Eastern Time. The purpose of the conference call is to answer questions from the eligible
applicants. The conference call-in number is 1'88Q-670'35Z5, code 9798513235. The call will
be recorded, and a summary of the call will be prepared by the Office on Homelessness.
Attendance nnthe grant application conference call is not mandatory for eligible applicants.
SCHEDULE OF EVENTS AND DEADLINES
EVE� TIME LOCATION
2OI4 Emergency So|utionsGrant 15
Solicitation June 2, 2014 i 11:00 a.m. Conference Call#1-888-670-3525
Conference Call Pin 979851323E
Deadline for Written June 3,2014 5:00 p.m. Jennifer—baker@dcf.state.fl.us
_..__._.Inquiries
. .__.._...._.._....__.._.. ._..________.._...__.._.,___.1__..._.__._..._._........._.._._._.._._,_..__...__..____.....w.._...__..___u_.__..w.__._..._u._.____
Answers to Written June 6, 2014 N/A DMS VB5
Inquires posted G http://riiyflori(la,corn/apps/vbs`/vbs.www.r-riain m
e nu_, .,.._- ._„. y.
Applications Due June 23,2014 3:00 p.m. Dept.of Children and Families
Office of Homelessness
Attn:Jennifer Baker
1317 Winewood Blvd. Bldg.3, Room 201
Tallahassee, Florida 32399
Review of June 24, 2014 9:00 a.m. _._.__.—__ NIA..____.
Applications for
Completeness
Initial meeting of June 30, 2014 10:00 a.m. Office of Homelessness
Evaluation panel Bldg. 3, Room 202
1317 Winewood Blvd.
Tallahassee, Florida 32399
Evaluation panel _ July 2, 2014 5:00 p.m. _ Office of Homelessness
completes review Bldg.3, Room 202
and scoring 1317 Winewood Blvd.
Tallahassee, Florida 32399
Estimated Posting of July 11,2014 N/A DMS VBS
Grant Award fittp://myflorida.com/apps/vbs/vbs._www.main_m
_ e n_u
Anticipated Effective August 1,2014 N/A N/A
Date of Grant Award
APPLICATION NOTICE AND DEADLINE TO APPLY
The grant application will be released on May 23, 2014 and will be posted on the vendor bid
system of the My Florida Market Place. The deadline to provide grant applications will be June
23, 2014, ALL GRANT APPLICATIONS MUST BE RECEIVED BY MAIL AND IN WRITTEN FORMAT.
APPLICATIONS AND REQUIRED CONTENTS MUST BE MAILED OR DELIVERED TO THE CONTACT
PERSON LISTED ABOVE. FAILURE TO ENSURE APPLICATIONS RECEIVED BY THE DEADLINE WILL
RESULT IN THE APPLICATION BEING DENIED AND RETURNED WITHOUT REVIEW.
The Department is not responsible for any costs incurred by an applicant in responding to this
grant application. Such costs are not eligible for reimbursement from the grant award.
DEPARTMENT AWARD OF GRANTS
The Department will award grants to the applicants whose application is determined by the
Secretary, or designee, to be the most advantageous to the state. Fallowing the close of the
completeness review, the Department's grant evaluator will assess the applications submitted
to them by the Office on Homelessness (Office). The Office will compile the results of the
evaluator's assessment of the applicant's capacity and performance, and provide to the Interim
Interim Secretary, or designee. Other considerations noted by the Office on eligibility uses
proposed that may affect the level of grant award shall also be provided to the Interim
Secretary, or designee.
2014 Emergency Solutions Grant 16
The Department will award grants based on the final selection by the Interim Secretary, or
designee, who will consider the applicant's capacity and performance. No evaluation by the
Interim Secretary, or designee, will be required to make the selection and award decision.
APPLICATION REVIEW
Upon receipt of the application, the Department will date stamp and log in as received on the
grant application log. The initial step in the review and evaluation process will be to review
each application for completeness. Only applications that are complete when received or as
corrected as provided under the completeness section will be eligible for evaluation.
To evaluate the applications, the Department will designate a person(s) knowledgeable in the
program area, which may include employees of other state agencies or entities to serve as
grant evaluators. The evaluator(s) will be free of conflict of interest with potential applicants.
The evaluator(s) will assess the applicants' capacity to provide services and past performance
based on the criteria and performance in Appendix ||. Each applicant will be evaluated by Need
and Program Priorities inAppendix 11. The Department will award grant amounts based on an
evaluation until all grant funds are awarded. In the event of two or more applicants with the
same evaluation outcomes, the Department may consider the past performance of the
applicant under the previous ESG. Additionally, the Department may consider other factors,
including but not limited to, the proposed project and how it relates to serving the best interest
of the state in sheltering homeless persons, preventing families and individuals from becoming
homeless or providing needs of homeless persons through street outreach services. For those
applicants who were not funded previously with the E5G, the Department may consider how
your proposed program will benefit the State and those persons the Department has a priority
to serve.
The Interim Secretary, or designee, will award grants to the applicants, whose proposals are
determined by the Interim Secretary to be the most advantageous tothe state.
APPLICANT CAPACITY AND PERFORMANCE CRITERIA
The Department's 2014 Action Plan for the EGG specified the following capacity and
performance criteria tobe used for the respective program components.
CAPACITYAND PERFORMANCE CRITERIA: STREET OUTREACH
I. Need for Outreach to unsheltered homeless population in the service area
Z. Applicants experience providing street outreach, and extent of outreach services
3. Linkage of applicant's outreach to the continuum's Coordinated Assessment
system by written agreements
4. Capacity to place unsheltered homeless into housing
/a\ Real time availability of beds/housing for referral/placement
/b\ Linkage tolocal rapid re-housing assistance
/c\ Linkage tomental health treatment
5. Applicant is ACCESS Partner with the Department
6 Certification by the continuum on the app|icant's:
(a) Number ofunsheltered homeless persons for Z014
/b> Participation in the [o[ planning and 20l4 point in time count
2OI4 Emergency Solutions Grant 17
(c) Data quality in local HM|S meets federal standards
(d) Applicant's usage of the Co[ Coordinated Assessment system
(e) Applicant's coordination of services with the other homeless services and
housing applicants in the continuum planning area
7. Homeless orformerly homeless persons participation in/on:
(a) Applicant's board of directors, or advisory body if Applicant is local government
agency
(b) Applicant's paid staff
CAPACITY AND PERFORMANCE CRITERIA: HOMELESS PREVENTION AND RAPID RE-
HOUSING
I. Targeting assistance to families with children, or to youth exiting from state care or
custody
2. Co['s assessment on applicant's performance on percent of households who remain
in permanent housing
3. Applicant is ACCESS Partner with the Department to assist clients to apply for and
receive mainstream benefits.
4. Certification by[o[ofapp|icant's:
(a) Homeless population count in2O14Point-in'Tirnecount;
(b) Participation in the CoCplanning and 2O13Point'in-Tirnecount;
/c\ Data quality in HK4|S meets federal standards;
/d\ Applicant's usage of the continuum Coordinated Assessment system;
(e) Applicant's formal agreement to serve client's referred to it from the CoC's
Coordinated Assessment system;
(f) Applicant's coordination of services with other homeless service and housing
applicants in the CoC; and
(g) Applicant's documented performance to enable clients served to receive
mainstream resources and benefits.
S. Homeless or formerly homeless persons participation in/on:
/a\ Applicant's board of directors, or advisory body if applicant is a local government
agency; and
(b) Applicant's paid staff.
CAPACITYAND PERFORMANCE CRITERIA: EMERGENCY SHELTERS
1. Need for Emergency Shelter Beds is in area served by the shelter.
2. Evaluation uf Shelter Applicant's performance byCoC:
(a) Bed uti|ization,-
/b\ Length of client stay in shelter;
(c) Percent of persons who exited and goto permanent housing; and
/d\ Percent of persons who exited with income from employment.
]. [o[ area shelter outcomes:
/a\ Percent of shelter visitors trensitioningto permanent housing;
/b\ Percent mf shelter visitors who exit with employment income; and
(c) Evaluations of outcomes achieved by applicant under Department's 2012 ESG award, if
applicable.
4. Certification bvCo[ regarding the app|icant's:
/a\ Participation in the Co[ planning and 2014Point'in-Tirnecount;
(b) Data quality in HM|J meets federal standards;
/c> Applicant's usage of the Coordination Assessment system, if such system
is in place;
/d\ Applicant's commitment to accept referrals and place those referred by
the Coordinated Assessment system; and
(e) Applicant's coordination of services with other homeless service and housing applicants
within the planning area.
S. Homeless or formerly homeless persons participation on:
/a> Applicant's Board of Directors, or advisory body if Applicant is local government
a8ency; and
(b) Applicant's paid staff.
The detailed evaluation of capacity and performance criteria and instructions are found in
AppendixU.
COMPLETENESS CRITERIA AND CORRECTION
The grant manager will initially review applications received to determine whether the
applications are substantially complete. This will address whether required forms are present
and properly signed, that the proposal appears to have addressed application contents
required, and that there is not an easily discernible or obvious error that may be readily
corrected.
Should an error bedetected, the grant manager will notify the applicant and the applicant will
be afforded three /]\ workdays to take corrective action to adjust the application. During the
correction period, the applicant is permitted to only take action to correct completeness errors
cited by the Office and not to supplement its application by adding material for any other
purpose.
The Office is under no obligation to detect or offer the opportunity for completeness and/or
corrective action. The Offices' election to afford this opportunity should not, and does not give
rise to an expectation of completeness or application correction. The Department has elected
to afford an opportunity for applicants to correct incomplete items, but the applicant issolely
responsible for completing the corrective measures and ensuring their receipt by the Office.
2OI4 Emergency Solutions Grant 19
APPLICATION CONTENT AND ORDER
Eligible applicants must deliver their grant application to the Department, Office on
Homelessness, Building 3, Room 2O1, I317VVinewundB|vd, Tallahassee, FL ]2]99-U7O0, bvthe
deadline established in the application deadline section of the application. No faxed or
electronic delivery shall be permitted for submission of applications.
Applications received after the noticed deadline shall be rejected and returned to the applicant
without review. There shall be NO EXCEPTIONS or WAIVERS. The applicant is exclusively
responsible for the delivery of the application to the Department. Applications must be
received in the Office at the above address by the deadline. Applicants must make sure that if
the application is mailed or sent by courier service that they allow adequate time for the
application to be delivered to the Department. The Department will not entertain appeals
based on the failure of delivery service to make timely delivery.
The applicant shall submit an original signed application plus one (1) photocopied application to
the Department. Failure to submit an original signed copy, plus the one copy following the
completeness review period, shall result in the rejection of the application. The original signed
application shall be clearly labeled on the cover sheet "ORIGINAL" to identify the original signed
application.
All applications must be on 8 1/2 X 11 size paper, be provided in the order described below, and
the application shall be bound with a table of contents clearly showing the order of the material
with pages clearly numbered. Where reference documents are to be included in the
application, they shall be inserted in the application immediately following the section of the
application in which they are referenced.
FORMAT AND CONTENT OF THE APPLICATION
Each application must be bound, and will consist of the following mandatory requirements in
the order outlined in this section:
1. Applicant Capacity and Performance Criteria;
2. Budget Proposal;
l Supporting documentation for the applicable grant component;
4. Application Completeness Checklist; and
5. Project Narrative located behind applicable tabs.
Eligible applicants shall fVUovv these instructions for preparing and compiling their grant
application.
The applicant shall prepare a transmittal letter, on its letterhead stationery, stating the
following information:
• The amount of grant assistance requested;
• An overview of eligible grant activities to be assisted;
w The estimated number of eligible households and persons tobeserved;
• The staff person to serve as the point of contact for the application,
including phone number, fax number and email address for the contact
person.
• The geographic area to be served by the funded homeless prevention services,
including the [o[ planning area served.
2Ol4 Emergency Solutions Grant 20
The transmittal letter must be signed by a duly authorized mffidal of the applicant, with his/her
title clearly specified.
APPLICATION CONTENT
The following information shall be provided behind Tab I of the application document. A
summary page providing basic information on the applicant and supporting documentation
requested.
1. Applicant's name, and tax identification number
Z. Applicant's Dun and Bradstreet number (DUNS). Attach documentation of DUNS
number assigned tothe applicant
3. Type ofOrganization: Local government, or5O1(c)(]> nonprofit
4. Mailing Address of the Applicant
5. The address where the grant funded services will be carried out, or accessed by the
intended eligible households
G. Applicant's total budget for the homeless component for the last completed fiscal
year of the applicant. State the period covered by your fiscal year
7. List of the sources of revenue received that supported the budget. If state, federal
Vr local government grants were received, list each grant separately by:
* Grantor Agency
~ Grant Program Name
� Amount of Grant Award
PROJECT NARRATIVES
Submit only one /1\ project narrative for the component activity in which you are applying for
grant funding. The project narrotiveshou|dbpp|acedbeh/ndTabZ.
Component: Street Outreach
All applicants shall submit a complete and comprehensive narrative describing their intended
use of the grant funds behind Tab I Clearly state the goals to be pursued by the grant funded
street outreach, and how the grant will be utilized to reach those homelessness persons on the
street, parks, campsites, or other areas not meant for human habitation.
Describe how your program will be operated, including but not limited to the following:
1. Describe how you plan to reach those persons who are unsheltered;
Z. Describe the types of services you will provide to unsheltered persons;
3. Are you working in collaboration with other agencies to provide services to unsheltered
persons?;
4. Do you have the capacity to house those persons reached as a result of the street outreach
efforts? If not, how will those persons he provided shelter?;
5. Describe the case management services for the unsheltered persons reached;
6. Are you working in conjunction with the [oC to provide services as port of the overall
coordinated assessment plan? Describe how the efforts work with the overall plan;
7. Provide your written policies and procedures that will govern how you operate the street
outreach program;
O, Provide any executed agreements toyou have with other agencies to provide services to
clients; and
9. Describe how you will provide rapid re-housing rental assistance to unsheltered persons.
2Ol4 Emergency Solutions Grant 21
Component: Prevention and Re-Housing
AU applicants shall submit a complete and comprehensive narrative describing their intended
use of the grant funds behind Tab 2. Clearly state the goals tobe pursued 6v the grant funded
prevention and re-housing program, and how the grant will stabilize the housing of participants
assisted. Applicants shall state how their proposed program will comply with the Department's
requirement that at least sixty percent (6096) of the grant assistance will be used for rapid re-
housing of homeless persons.
Describe how your program will be operated, including but not limited to the following:
l. Method by which the applicant will take applications for assistance from eligible
households;
2. How the applicant will keep these households informed on the status of their
request for assistance;
3. The eligible grant funded services to be provided, and the specific housing costs to
be covered by the direct financial assistance,
4. How the applicant will provide case management reviews to document client
household eligibility and housing stability plan;
5. The criteria to be used to determine if the household is at-risk of losing their present
housing;
6. Any preference or priority type of household tubeassisted;
7. The rnaxirnurn level of direct financial assistance to be provided to an eligible
household under the EGG grant award, as well as the estimated average cost per
household served;
8. The content of each applicant's case file used to establish the househo|d'S eligibility
for assistance;
9. In the case of the denial of assistance, describe the process by which the household
can appeal the decision;
10. Describe how your organization is participating in your community's Homeless
Management Information System;
I1. Describe how your organization will track the assisted househo|d's housing status,
following assistance provided under the grant award; and
I2. The mandatory written standards required by the federal interim rule and this grant
application to govern the administration of the grant assistance to eligible
participants.
Component: Shelter Facilities
All applicants shall submit complete and comprehensive narrative describing their intended
use of the grant funds behind Tab 2. Clearly state the goals to be pursued by the grant funded
shelter facility, and how the grant is expected to stabilize the homeless persons sheltered,
Describe how the proposed program will be operated, including but not limited to the
following:
L Is the facility considered an emergency shelter or transitional housing facility?;
2. What are the hours of operation for the homeless fad|i1y?;
I Provide a copy mf your operation policies and procedures;
4. How many full-time employees work at the shelter facility? Part-time? Volunteers?;
5. Describe the supportive services provided to the homeless persons sheltered, list
other partner agencies that referrals are given to clients for housing, employment,
or other social or health services;
2Ol4 Emergency Solutions Grant 22
6� Describe how the applicant organization is participating intile local horne|ess [o[
planning process, and whether the shelter facility is included in the housing
inventory chart for you, Continuum. Provide housing inventory chart for 2013
submitted to HUD bv the CoCin your area;
7. Describe how the applicant organization involves homeless individuals in your policy
making board;
8. Describe how the applicant organization involves homeless individuals in providing
work or services at the shelter facility;
9. Describe how homeless persons served are able to get to the shelter facility, (such as
being on a public transportation route, or other transportation services available to
get 10 the faciUty\;
10. If the shelter facility serves any person(s) who is/are not homeless, provide a detailed
narrative for how the applicant organization will be able to track such non-homeless clients,
and separate the costs for serving non-homeless clients from those who are homeless;
11. Provide the following information for the shelter's operation during the last year:
3\ Cost per bed per day to shelter n homeless person;
b) Fee charged, if any, per day/night forpewontostay;
C\ Average length of stay for homeless person sheltered;
d\ Number of beds reported aa occupied for the 2U14Point'in'Timecount;
e\ Total homeless persons sheltered in last year;
D Estimated number of persons who were turned away last year due to bed capacity
being full;
12. If the applicant is a faith-based entity, provide a copy of your policies and procedures for
shelter operation to assure compliance with the federal regulations on admission and
receipt of service being free from religious participation requirements; and
13. Submission of HUD required written standards for a shelter facility, to comply with the HUD
Interim Rule issued December 5' 2O1l.
Applicant Capacity and Performance Criteria
The applicant shall complete the applicant capacity and performance criteria form for the
applicable grant component contained in Appendix ||, and include the form, along with the
supportive documentation behind Tab 3in the grant proposal.
Budget Proposal, Match and Explanation
In addition to the budget and match forms for the ESG, the Applicant shall provide behind Tab 4
a budget narrative to describe the oq§anizaiion's overall budget and financial sources of funds
expected for the period of the grant (Tab 4). Identify which sources are committed to the
Applicant, and those that are anticipated. If the Applicant performs services other than those
eligible under the component applied for by the applicant, clearly denote the type of other
services/programs and the funding sources, In such cases, separately describe the applicant's
general management and oversight budget, key executive staff, budget levels, and
overhead/indirect rates charged to grant sources, where a||ovvab{e.
Each applicant shall state whether it expects to exceed the dollar level by which an OKx8
Circular A-233 Audit is required for the period of the ESG award.
Applicants will be expected to demonstrate that the required match funding has been
committed at the time of each request for reimbursement of costs is submitted to the
Department for grant payments.
2O14 Emergency Solutions Grant 23
Supporting Materials and Required Certifications
AU Applicants shall provide behind Tab 5 of their grant proposal evidence of their registration
with thestate's W1yF|oridaMarketP|ace. Further, every Applicant shall execute and include the
certification on participation in the Homeless Management Information System. /AppendixV\,
and include it behind Tab 5.
If the Applicant is a not-for-profit organization, please include evidence of your 501(c)(3) status
from the Internal Revenue Service behind Tab 5.
Non-profit applicants must also secure the approval of the unit of local government(s) in which
they will provide the grant funded services. Under the federal program regulations, the local
government where the funded services are undertaken must certify its approval of ESG project
in order to enable the state to make its grant award to the private nonprofit application.
Applicants shall use the Certification Form contained in Appendix V|, for each unit of local
government jurisdiction Lobeserved.
Completeness Checklist
Each applicant shall fill out the grant completeness checklist appropriate to the respective
component, using the form in Appendix V||. The Department will use the completeness form in
its review of the proposal to identify incomplete or missing information. The Applicant shall
insert the Completeness Checklist behind Tab Gof the grant proposal.
2OI4 Emergency Solutions Grant 24
APPENDICES
i Formula E5GCities and Counties
IL Application Scoring Criteria 8vComponent
Prevention/Re-Housing
Shelter Facilities
Street Outreach
Ui Budget and Match Forms
|V. Certification ofHK4|SCompliance
V. Certification of Local Government Approval
V|. Certification Regarding Lobbying
V||. Standard forms for Lead Agencies io use for
certifications
V|||. Completeness Checklist
JOI4 Emergency Solutions Grant 25
Appendix
FORMULA ESG CITIES AND COUNTIES
Following are the cities and counties receiving direct federal ESG allocations from HUD, and
with Consolidation Plan requirements. These areas will receive second priority funding for the
2014 ESG through the Florida Department ofChildren and Families. Exceptions are noted.
BROVVAR000UNTY
Exceptions — Appiicants in the hJUnvving cities may apply if they are not receiving ESG
funding from the county: Ft. Lauderdale, Coconut Creek, Coral Springs, Davie, Deerfield
Beach, Hollywood, Lauderhill, Margate, Miramar, Pembroke Pines, Plantation, Pompano
Beach, Sunrise, and Tamarac.
COLLIER COUNTY
Exceptions — App|icants in the following cities may apply if they are not receiving ESG
funding from the county: Marco Island and Naples.
ES[AK4B|ACQUNTY
Exceptions — Applicants in the following cities may apply if they are not receiving ESG
funding from the county: Pensacola
CITY OF HIALEAH
H|LLSB0ROUGH COUNTY
JACNSONV|LLE-0WVALCOUNTY
LEE COUNTY
Exceptions — App|icants in the following cities may apply if they are not receiving ESG
funding from the county: Cape Coral and Ft. Myers.
MANATEE COUNTY
Exception -Applicants in the following city may apply: Bradenton
D4ARION COUNTY
Exception—App|icants in the following city may apply: Ocala
CITY OFMIAM|
M|ARA|-QADECKJUMTY
Exceptions — App|icanty in the following cities may apply if they are not receiving ESG
funding from the county: Homestead City, Miami Beach, Miami Gardens City and North
Miami.
ORANGE COUNTY
CITY OFORLANOO
PALM BEACH COUNTY
2O14 Emergency Solutions Grant 26
Exceptions — App|icants in the following cities may apply if they are not receiving ESG
funding from the county: Boca Raton, Boynton Beach, Delray Beach and West Palm
Beach.
PASCO0OUNTY
Exceptions: City ofDade City, Zephyrhi||s
PYNBLAS [O0NTY
Exceptions — Applicants in the following cities may apply if they are not receiving ESG
funding from the county: Clearwater and Largo.
POLK COUNTY
Exceptions — Applicants in the following cities may apply if they are not receiving ESG
funding from the county: Lakeland and Winter Haven.
SEM|NOLE COUNTY
CITY QFST. PETERSBURG
CITY OF TALbAHASSEE
CITY OFTAMPA
VOLWS|A COUNTY
Exceptions—App|icants in the following cities may apply if they are not receiving
ESG funding from the county: Daytona Beach, Deltona and Port Orange.
2O14 Emergency Solutions Grant 27
APPENDB* U
APPLICATION SCORING CRITERIA BY COMPONENT
Application Form: Prevention and Re-Housing
Applicants shall complete this scoring criteria form,and submit it,along with the required supporting documentation,with your
grant proposal,supported with all of the required documentation.
If the applicant is also the designated lead agency for the [vc planning area, the certifications and verification of *MIS
documentation data needed for the grant application criteria ausr be executed by and provided by another officially
designated cmhv to act on behalf of the [n[ The designated lead a:rncv, as applicant, is prohibited from certifying the
capacity and performance criteria nn its own grant proposal.
Other designated,independent third party entities authorized u,sign the certification and required HM|sdata submissions may
include the following:
L The Governing Board vf the[r[planning area, ,o long oy the board is not also the governing body for the lead
agency entity submitting the grant proposal.
2� The designated third party grant review committee established by the [v[mcmbc� �h� with the chochairnfthe
committee authorized in wiring to sign and verify the scoring criteria materials for the lend norvry's grant
proposal.
J Ac/�nby the/u0mcmbcoh�for the[o[otnpub0c�nob ��
�rdm�c� onddocumcn,rdbyoƒonno/,n,cofthc
�
members tnce,tifV the grant proposal uobc submitted by the lead agency. This action must bc documented with
the written minutes of the meeting, the vote,and the clear designation of the person authorized to sign on behalf
,ƒthe Cvc
Check the box that applies,if you are a lead agency applicant.
... ___ ...
|' NEED Total Points
A. Total number ofsheltered and unsheltered homeless persons in the [o[ area for2O14, as
certified by the [oC.
Scoring Criteria Points Score claimed
More than 3,500 persons 3
1'OOOto ],499persons 2
Less than 1000 persons 1
TARGET POPULATION
D. Applicant has adopted a policy to give priority or first preference to assisting households
with children or youth exiting from state core in the proposed grant funded program, as
evidenced by the written adopted policy.
YES NO
I point Opoints
2OI4 Emergency Solutions Grant 28
PAST PERFORMANCE
C. Certification from the 2014 HUD designated lead agency for the [o[ based upon and
documented with HK8|S data reports, that the applicant's program of assistance of the
program year ending by June 30, 2013, was successful in enabling at least thirty-five percent
(35%) of the households assisted remained in permanent housing for three (3) months
following the dote of the last assistance provided.
Performance Criteria
2 points for remaining housed
Prevention Clients
Thirty-five percent (35%) or more
remained in permanent housing for
three(])months Yes No
2 points for remaining housed
Re-Housing Clients
Thirty-five(35%)or more
remained in permanent
housing for three (3) months Yes No
ACCESS PARTNER
D. Documentation from the Department's Region/Circuit that the applicant is on ACCESS
Partner
1 points for being an ACCESS Partner
Access Partner Yes No
Document Required: Signed and dated letter from DCF Region or Circuit unDCFletterhead
Attached? Yes No
COC CERTIFICATION ON CAPACITY
E. Applicant is an active participant in the Co[ planning, and participated in the 2O14 point in
time count, as certified by the lead agency ofCoC.
1 point for participation
Evaluation Criteria
Active participant in[o[planning Yes No
Participated in2O14 Point in Time Count Yes No
F. Applicant's HK8|5data quality meets orexceeds HUD standards, as evidenced by letter from
lead agency of the[oC.
1 point for participation
Capacity Criteria
Applicant's HM|S data quality meets or
exceeds HUD'sStandards Yes No
G. Applicant has executed written agreement with Co[ lead agency to participate in the CoC's
Coordinated Assessment system, as evidenced by both the certification by the lead agency
and a copy of the executed agreement.
Capacity Criteria
1 point for coordination
Applicant has executed a written agreement
to participate in coordinated assessment
system Yes No
2Ol4 Emergency Solutions Grant 29
[oC has no coordinated assessments system
in place
No
H. Lead agency certifies that the applicant has demonstrated performance in coordinating
services with other homeless housing and service applicants in the [oCarea, as evidenced
6ya certification letter from the [o[lead agency,
Capacity Criteria
1 point for coordination
Applicant has successfully coordinated with
other homeless housing and service
applicants Yes No
|. Applicant is successful in enabling the clients assisted to secure mainstream benefits and
resources that were not received at the time of program entry, as evidenced by both the
certification of the lead agency.
Performance Criteria
1 point for mainstream benefits
Certified performance of applicant to
assist client's to obtain mainstream
benefits and resources Yes No
J. Applicant has executed an agreement with the [o[coordinated assessment system toassist
clients referred to the applicant under its Prevention and/or Re-Housing program, as
evidenced by the certification by the [oC lead agency.
Performance Criteria
1 point for written agreements
Applicant has executed a written agreement
to accept client's referred from [o[
coordinated assessment System for
Prevention and/urRe'Housing
Yes No
CuC lacks the coordinated assessment
system Check to see if this is the case E
HOMELESS PARTICIPATION
K. The applicant currently has a homeless or formerly homeless person as a member of the
nonprofit's Board of Directors, or if the applicant is a unit of local government, a homeless
or formerly homeless person is a member of an advisory body overseeing the local
government's grant program; as evidenced by the current roster of the applicable body and
documentation of the members homeless status.
Performance Criteria—Check one
|point for homeless participation
Applicant's nonprofit Board of Directors
contains a homeless or formerly homeless
person Yes �o N/4
OR
Local government applicant has a homeless
or formerly homeless person appointed on
the advisory body overseeing the grant
program Yes No N/A
2O14 Emergency Solutions Grant 30
L. Homeless or formerly homeless person is employed as a paid staff member of the
prevention and re-housing program as of date of the application, or has executed a written
commitment to hire a homeless or formerly homeless person for the program, if funded, as
evidenced by the name of the person employed, position held, and homeless status at time
of hire, qr the executed commitment tohire.
Performance Criteria—Check one
1 point for homeless participation
Homeless or formerly homeless person hired
as paid staff at time application Yes No
OR
Applicant commits to hire a homeless or
formerly homeless person for the grant
funded program Yes No
Applicant Certification
The responses tm the above criteria are true and accurate:
Name of Authorized Official Date
Signature
Total Points
17 max points
J014 Emergency Solutions Grant 31
APPENDIX U
APPLICATION SCORING CRITERIA BY COMPONENT
Application Form: Street Outreach
Applicants shall complete this form' and submit it, along with the required supporting dvcomcnt#ion, with your grant
proposal,supported with all of the required documentation specified.
If the applicant is also the designated lead agency for the [oc planning area, the certifications and verification of nIVIs
documentation data needed for the grant application criteria mu5r be executed by and provided by another officially
designated entity to act on behalf ofthe coC. The designated lead agency, as applicant, is prohibited from certifying the
capacity and performance criteria nn its own grant proposal.
Other designated,independent third party entities authorized to sign the certification and required HIVIS data submissions may
include the following:
� U z, The Governing Board of the(oC planning area, so long as the board is not also the governing body for the lead
agency entity submitting the grant proposal,
z, The designated third party grant review committee established by the oo[menb,rship, with the chair vfthe
committee authorized in wiring to sign and verify the scoring criteria materials for the lead agency's grant
proposal.
s. Action by thefull membershipfor the CoC at a publicly noticed meeting, and documented by oformol vote of the
members to certify the grant proposal,obe submitted by the lead agency. This action must he documented with
the written minutes of the meeting,the vote,and the clear designation of the person authorized tn sign onbehalf
of thecnC,
Check the box that applies,if you are v lead agency applicant.
�� ��^�����������...���. �������������
|^ NEED
A. The total number ofunsheltered homeless persons in the applicant's CuC planning area as certified by the
lead agency of the CoC for ZO14. Must include the PIT count.
Total Unsheltered Homeless Persons ZO14
Points Score
More than 1'400persons 2 points
100to 1'000 persons 1 point
Less than l00 Opnints
||. PROGRAM PRIORITIES
APPLICANT'S OUTREACH ACTIVITIES
B. Applicant is currently operating a street outreach program to the unsheltered homeless
population, and that the grant will expand the scope of services offered beyond those currently
provided, as certified by the designated lead agency of the applicant's CoC area.
Performance Criteria Total points
I points for expanding program
Applicant is currently carrying out a street
outreach program, and the grant will
increase the scope ofservices Yes No
1 point for current program
Applicant is carrying out street outreach,
but grant will not expand the services offered Yes No
Opoints
Applicant does not currently operate a street Yes No
Z014 Emergency Solutions Grant 32
outreach program totheunshehered—
GemwiUfundanewservice
[ The applicant proposes to include the following services if funded by the Department, as
certified ioby the lead agency of the[o[area.
Performance Criteria
1 point for service
Emergency health services on an outpatient
basis by licensed medical professionals Yes No
1 point for service
Emergency mental health services on an
outpatient basis by licensed medical
professionals Yes No
COORDINATED ASSESSMENT SYSTEM
D. The Applicant's proposed street outreach services are an integral component of the [o['s
adopted and implemented coordinated assessment system, as certified to by the CoC lead
agency and evidenced by an executed agreement between the [o[ lead agency and the
applicant, which clearly delineates the applicant's roles and responsibilities.
Performance Criteria
I point for coordination
Applicant's street outreach program is an
integral component of the Co[ coordinated
assessment system in operation Yes No
[nC has yet ,o Implement its
coordinated assessment system Check if this is the case
CAPACITY TO PLACE UNSHELTERED PERSONS INTO HOUSING
E. The applicant has executed a written agreement(s) with community housing applicant agencies
to ensure the availability of beds/housing units to place the unsheltered homeless persons
referred by the applicant on the day of referral, as evidenced by the submission of the executed
agreements with the housing provider for each type ufhousing.
Capacity Criteria
2 points for referrals
Applicant has executed a written agreement
with at least one emergency shelter provider
to place person(s) referred hy street outreach
program on day ofreferral Yes �o
2 point for referrals
Applicant has executed a written agreement
with at least one transitional housing
provider to place person(s) referred by street
outreach program on the day ofmtcnn\ Yes No
Applicant has executed awritten agreement
with at least one permanent housing
provider to place person(s) referred by street
outreach program on the day ofreferral Yes No
2U14 Emergency Solutions Grant 33
F. The applicant has executed a written agreement with a community provider of rapid re-housing
rental assistance to accept referrals from the street outreach program, and give priority to
assessing the person referred for eligibility determination for the rent help; as evidenced by the
executed written agreement between the applicant and the provider of the re-housing rental
assistance.
Capacity Criteria
2 points for referrals
Applicant has executed a written
agreement with provider of re-housing
rental assistance to accept referrals and
provide priority eligibility assessment for
persons referred Yes No
Community has no rapid re-houSinU
rental assistance program provider Check if this is the case
G. The applicant has executed a written agreement with a community mental health provider to
accept referral ofperson(s) from the street outreach program for receipt ofappropriate mental
health services; as evidenced by submission of the executed agreement in the application.
Capacity Criteria
2 points for referrals
Applicant has executed o written agreement with mental
health provider to accept person(s) referred by street
outreach for receipt ofmental health services Yes No
ACCESS PARTNER WITH DEPARTMENT OF CHILDREN AND FAMILIES
H. The applicant is an ACCESS Partner with this Department' as evidenced by written
documentation onD[Fletterhead.
Capacity Criteria
1 point for ACCESS Partner
Applicant iseu ACCESS Partner Yes No
----' -----
COC CERTIFICATIONS
|. The applicant is an active participant in the CoC planning, and participated in the 2014 Point-in -
Time count,as evidenced by the certification by the CoC lead agency.
1 point total for participation inboth
Applicant isan active participant in the CoCplanning Yes No
Applicant participated in the Z0l4 point it time count Yes No
2O14 Emergency Solutions Grant 34
J. 'The applicant's HMIS data quality meets or exceeds the standards by HUD, as evidenced by the
certification letter from the lead agency of the [o[.
Capacity Criteria
1 point for data quality
Applicant's HM|S data quality meets nr exceeds the federal
standards Yes No
Applicant not currently participating in the Co['s
HKx|Ssystem Check if this is the case
K. The applicant's Street Outreach program is actively coordinating services for the unsheltered
homeless other community providers of housing and services, as evidenced by the certification
letter from the[o[lead agency.
Capacity Criteria
1 point for coordinating
Applicant's street outreach program is
coordinating services with other
community providers Yes No
Applicant's street outreach program is new
or not currently inoperation Yes No
HOMELESS PARTICIPATION
L. The applicant currently has a homeless or formerly homeless person as a member of the Board
of Directors, if the applicant is a nonprofit; or if the applicant is a unit of local government, a
homeless or formerly homeless person a member of an advisory body overseeing the local
government's outreach program; as evidenced by the current roster of the applicable body and
documentation of the member's homeless status.
Performance Criteria—[heck one
1 point for homeless participation
Applicant's nonprofit Board of Directors contains
a homeless ur formerly homeless person Yes No N/A
OR
Local government applicant has appointed a
homeless or formerly homeless person to an
advisory body Yes No N/A
M. The applicant has employed a homeless orformerly homeless person as paid staff member of
the street outreach program as of the date of the application; or has executed a written
commitment to hire o homeless or formerly homeless person for the program, if funded, as
evidenced by the name of the person employed, position held, and homeless status; or by
inclusion in the application the executed written commitment to hire a homeless person.
Performance Criteria—[heck one
1 point for homeless participation
Applicant's street outreach program has a homeless or
formerly homeless person hired as paid staff Yes No
OR
Applicant has executed written commitment to hire a
homeless or formerly homeless person on the grant
funded outreach program Yes No
2Ol4 Emergency Solutions Grant 35
The responses tu the above capacity and performance are true and accurate:
Name of Authorized Official Date
Signature
TOTAL POINTS
2O max points
2D14 Emergency Solutions Grant 36
APPENbIXU
APPLICATION SCORING CRITERIA BYCOMPONENT
Application Form: Emergency Shelter FocVities
Applicants shall complete this form, and submit it, along with the required supporting documentation, with your grant
proposal,supported with all^f the required documentation specified.
If the applicant is also the designated lead agency for the [oc planning area, the cemficauons and verification of *Ms
documentation data needed for the grant application cr/ua,/a Musr be executed by and provided by another oOic/a|y
designated entity to act on behalf ofthe coc. The designated lead agency, as applicant, is prohibited from certifying the
capacity and performance criteria nn its own grant proposal.
Other designated,independent third party entities authorized to sign the certification and required HMIS data submissions may
include the following:
� rheGo,erning Board of the mc planning area, so long as the board is not also the governing body for the lead
agency entity submitting the grant proposal.
J� The der�nn/edth�dpv�ygrant rc�cwcommittee established by the cucmemben �h� with the chu�vfthe
committee authorized in wiring to sign and verify the scn^v« criteria materials for the lead agenq,s mvn/
proposal.
3 Action by the full membership for the CoC at a publicly noticed meeting,and documented by a formal vote of the
members,n certify the grant proposal mbe submitted by the lead agency. This action must bc documented with
the written minutes of the meeting, the vote,and the clear designation of the person authorized to sign on behalf
o/the coc
Check the box that applies,if you are a lead agency applicant.
������������'������������������������� ���������^`^������������������
L NEED
A The total number of emergency shelter beds needed year round in the applicant's [o[ planning
area for ZO14 shall 6e scored, as certified toby the lead agency of the[o[.
Total Beds Needed Year Round
for Emergency Shelter
U. PROGRAM PRIORITIES
OUTCOMES
B. The [o[ lead agency provides certification, with an HK4|S report onthe percentage ofpersons
leaving the shelter facility who exited to permanent housing in the last year.
2 points for exits
Percentage of persons exiting the shelter
who transitioned to permanent housing
C. The CoC lead agency provides certification, with an HK4|S report of the percentage of leavers
from the shelter facility who exited with employment income in the past year.
2 points for income
Percentage nf persons who exited the shelter
with employment income "�
D. If applicable, the Co[ |ead agency provides certification that the applicant's outcomes achieved
with its' D[F 2012 shelter grant award furthered the Exhibit I Plan goals and objectives.
Applicant achieved 2OlZoutcomes Yes No
1 point for outcomes
NotApp|icab|e
2O14 Emergency Solutions Grant 37
COC CERTIFICATION
E� The applicant is actively participating in the [o[ planning and participated in the J014 point in
time count, as certified by the lead agency.
1 point for participation
The applicant is actively participating
in the[o[planning Yes No
The applicant participated|nthe
20l4 point in time count Yes No
F. The CoC lead agency certifies that the applicant's HMIS data quality meets or exceeds HUD
standards.
1 point for data quality
Applicant's HM|S data quality meets
federal standards Yes No
G. The applicant has executed a written agreement with the lead agency to participate in the CoC's
implemented coordinated assessment system, as evidenced by lead agency letter and the
executed agreement.
1 point for coordination
Applicant has executed a written
agreement to participate in the
implemented coordinated assessment
system Yes No
H. The applicant has executed a written agreement with the lead agency to accept referrals and
place into housing those persons referred by the coordinated assessment system, as evidenced
by the lead agency certification and the executed agreement.
1 point for referrals
Applicant has agreed to accept and place
persons referred to the shelter by the
coordinated assessment system Yes No
|. The applicant has demonstrated success in coordinating services with the other homeless
service and housing providers within the planning area, as certified by the lead agency.
1 point for coordination
Applicant has demonstrated success in
coordination with the other homeless service
providers in the planning area Yes No
HOMELESS PARTICIPATION
J. The applicant currently has a homeless or formerly homeless person as a member ofthe Board
of Directors, if the applicant is a nonprofit; or if the applicant is a unit of local government, a
homeless or formerly homeless person is member ofan advisory body overseeing the local
government's outreach program; as evidenced by the current roster of the applicable body and
documentation of the member's homeless status,
Performance Criteria —[heck-one
l point for homeless participation
2O14 Emergency Solutions Grant 38
Applicant's nonprofit Board of Directors
contains a homeless or formerly homeless
person Yes No
OR
Local government applicant has appointed a
homeless or formerly homeless person to an
advisory body Yes No
K� The applicant has employed a homeless orformerly homeless person as a paid staff member of
the shelter facilities program as of the date of the application; or has executed a written
commitment to hire a homeless or formerly homeless person for the program, if funded, as
evidenced by the name of the person employed, position held, and homeless status; or by
inclusion in the application the executed written commitment to hire homeless person.
Performance Criteria—Check one
1 point for homeless participation
Applicant's shelter facility program has a
homeless or formerly homeless person hired as
paid staff Yes No
OR
Applicant has executed written commitment to
hire a homeless or formerly homeless person
on the grant funded shelter facilities program Yes No
M. PAST PERFORMANCE
L. The [u[ lead agency provides certification of the percentage of the applicant's shelter beds
occupied on the date of the 2D14Pnint-in-TimeCount.
1 point for homeless participation
Applicant's percentage of Shelter Beds
occupied on date of2O14count Percentage Occupied: %
M. The CoC lead agency provides certification of the average length of stay for clients housed in the
shelter facility tm be assisted, as evidenced by an HM|Sdata report.
2 point for homeless participation
Average length of stay: days
TOTAL POINTS
15 max points
Applicant Certification
The responses to the above capacity and performance criteria are true and accurate:
Name of Authorized Official Date
Signature
ZOl4 Emergency Solutions Grant 39
APPENDIX III
Applicant
BUDGET AND MATCH FORMS
Emergency Solutions Grant
Budget Form 2014
Prevention and Re-Housing
Eligible Activ_it Grant$ Match $
1. Rapid Re-Housing [At least 60%1*
A. Rental Assistance $ $
B. Housing Relocation and Stabilization
i. Financial Assistance Costs $ $
ii Services Costs $ $
2. Homeless Prevention
A. Rental Assistance $ $
B. Housing Relocation and Stabilization
L Financial Assistance Costs $ $
ii Services Costs $ _ $
3. HMIs
A. Cost of contributing data to HMIS for CoC $ $
B. HMIS Lead Agency Costs for hosting and
maintaining system $ $
C. Victim Services provider costs for comparable
database $
4. Administrative Costs [Cap 4.5%]
A. Local government $ $
B. Private non-profit organization $ $
TOTAL BUDGET $ $
Attach a detailed list of the sources of the required match, including the breakdown by amount
of cash match, and/or in-kind services and valuation of such in-kind match.
* At least 60% of the grant assistance for rent, plus housing relocation and stabilization shall be
budgeted for Rapid Re-Housing.
APPENDIX III
Applicant:
2014 Emergency Solutions Grant 40
BUDGET AND MATCH FORMS
Budget Form 2O14—Page 2
Please provide a breakdown of the amount of the grant requested expected to be expended in the
respective quarters of the state budget years. All spending is subject to the approval by the Legislature
of spending authority for the ESG for these two state budget years.
Quarter Grant to be Expended
Contracts tobeExecuted
July 1, 2014toSept. 30, 20I4 �
Oct. 1, 3O14tm Dec. 31, 2014 �
Jan. 1' 2O15to Mar. ]1, 2O15 �
April 1, 2O15to June 3O, 2O15 �
Spending Goals
By December 3O, 2O14,4U%ofthe grant awarded tobeexpended.
8y March 31, ZO15, QO%of the grant awarded tobeexpended.
lOI4 Emergency Solutions Grant 41
APPENDIX III
Applicant
BUDGET AND MATCH FORMS
Emergency Solutions Grant
Budget Form 2014
Emergency Shelter Facilities
EligibleA_ctiv_ity Grant $ Match $
1. Essential Services (list activities)
2. Shelter Operations (list activities)
A. $ $
3. Hotel or Motel Vouchers
A. ONLY if there is no emergency shelter available or
appropriate for a homeless family or individual $ $
4. Renovations $ $
5. HMIS $ $
6. Administrative Costs [Cap 4.5%]
A. Local government $ $
B. Private non-profit organization $ $
TOTAL BUDGET $ $
Attach a detailed list of the sources of the required match, including the breakdown by amount
of cash match, and/or in-kind services and valuation of such in-kind match.
APPENDIX III
Applicant
BUDGET AND MATCH FORMS
2014 Emergency Solutions Grant 42
Emergency Solutions Grant
Budget Form 2014
Street Outreach Program
Grant Match
Eligible Activity $ $
1. Engagement $ $
2 Case Management $ $
I Outpatient Health Services by licensed professionals $ $
4. Outpatient Mental Health Services by licensed professionals $ $
5. Transportation of outreach workers or unsheltered persons to $ $
services
6. Services for special populations _ $ $
(youth, victim services, persons with HIV/AIDS)
HMIS $ $
Administrative Costs [Cap 4.5%]
A. local government $ $
B. Private non-profit organization $ $
TOTAL. BUDGET $ $
Attach a detailed list of the sources of the required match, including the breakdown by amount
of cash match, and/or in-kind services and valuation of such in-kind match.
2014 Emergency Solutions Grant 43
APPENDIX III
Applicant:
BUDGET AND MATCH FORMS
Budget Form 2Ol4—Page 2
Please provide a breakdown of the amount of the grant requested expected to be expended in the
respective quarters of the state budget years. All spending is subject to the approval by the Legislature
of spending authority for the Emergency Solutions Grant for these two state budget years.
Quarte Grant to be Expended
Contracts tubeExecuted
July 1,2O14toSept. 30' 2014 �
Oct. 1, I014Ln Dec. 31, 2014 �
Jan. I, JOl5toMar. 31, 2015 �
April 1, 2O1510 June 3O, 2O15 �
Spending Goals
By December 3O, 2O14'40%of the grant awarded tobeexpended.
8y March 30' 2Ol5, BU%uf the grant awarded tobeexpended.
2Ol4 Emergency Solutions Grant 44
APPENDIX IV
CERTIFICATION OFHW1BCOMPLIANCE
Participation in the homeless management information system (HK4|S) is a requirement for receipt of
E58funds. HMIS requirements are outlined in the U.S. Department of Housing and Urban Development
interim rule December5, 2011. Accordingly, only applicants who commit tn participate in the HK4|SwiU
be considered for ESG funding in 2014. Section 605 of the Violence Against Women Act of 3005
amended the K4cKinneyVento Homeless Assistance Act prohibits victim services providers from
entering personal y-identifyin8 information into an HM!I database. This law applies to providers
receiving Violence Against Women Act and/or Family Violence Prevention and Services Act funding.
Domestic violence services providers are not required to participate in HMIS, but shall provide aggregate
service data on persons served and outcomes achieved consistent with those identified in this grant
application.
I have read the above statement regarding HMIS and agree on behalf of the applicant applying for these
ESG funds, that the applicant will fully participate in HIVIIS and that receipt of ESG funds is contingent on
HM|Spartidpa1ion.
(Signature uf authorized representative for the applicant) (Date)
(Printed name mf the above signatory)
2O14 Emergency Solutions Grant 45
APPENDIX
Certification mf Local Government Approval
For Nonprofit Organizations
|' duly authorized to act on behalf ofthe
(Name and Title)
hereby approve the submission of the following
(Name of City or County Government)
ES6App|ication proposed by
Name ofAgency
which will serve persons living in
(Name of City orCounty)
This certification solely warrants that the jurisdiction has agreed to allow the nonprofit organization to seek
the grant to be able to serve citizens in need who reside in this jurisdiction. This certification places no
responsibility or liability upon the local government jurisdiction related to the nonprofit's performance of
grant-funded activities in our jurisdiction.
By:
(Name) (Title)
(Signature)
(Date)
This form MUST BE signed, dated and returned with the grant application in order for
the application tobe considered for funding.
2OI4 Emergency Solutions Grant 46
Appendix VI
CERTIFICATION REGARDING LOBBYING
Certification for Contracts, Grants, Loans and
Cooperative Agreements
The undersigned certifies, to the best of his or her knowledge and belief,that:
(1) No federal appropriated funds have been paid o, will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or an employee
of any agency' a member of congress, an officer or employee of congress, or an employee of
member of congress in connection with the awarding of any federal contract, the making of any
federal grant, the making of any federal loan, the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or modification of any federal contract,
grant, loan, or cooperative agreement.
(2) if any funds other than federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a member of
congress, an officer or employee of congress, or an employee of a member of congress in
connection with this federal contract, grant, loan, or cooperative agreement, the undersigned
shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award
documents for all sub-awards a1 all tiers (including subcontracts, sub-grants, and contracts under
grants, loans and cooperative agreements) and that all sub-recipients shall certify and disclose
accordingly.
This certification is a material representation of fact upon which reliance was placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for making or
entering into this transaction imposed by Section 1352' Title 31. U.S. [ode. Any person who fails tm
file the required certification shall be subject to a civil penalty of not less than $10,000 and not more
than$I0U'OOD for each such failure.
Signature Date
Name of Authorized Individual Application or Contract
Number
Address ofOrganization
2O14 Emergency Solutions Grant 47
APPENDIX VI|
Standard Forms for Lead Agencies to Use for Certifications
Stan6andCoC Certification Form
2814 Emergency Solutions Grant
Prevention and Re-Housing Applicant Application Certification
1. The total number of persons who are homeless (sheltered and unsheltered) in the [o[ planning
area for 2O14 from the point in time count is . This number is certified as
submitted to HUD in the Homeless Date Exchange for 2O14Cu[grant process.
Z. Based upon the CoC HK4|S System, nr comparable database for domestic
violence (dv) applicants, as of June 30, 2013,the applicant has achieved the following outcomes
for housing permanency:
(a) ForPreventionc|ientsassisted,______%ofthec|ientsremainedintheirpermonenthousingas
of ninety(90)days following the last date of assistance provided by the applicant's program.
(b) For Rapid Re-Housing clients assisted, Y6 of the clients remained in permanent
housing provided as of ninety (90) days following the last dote of assistance provided by the
applicant's program.
3. The applicant, is on active participate in the [oC planning
process, participating in (name of
committee, board, task force or other element); AND participated in and provided data on the
homeless persons service for the 2014 point in time count.
4. The applicant, is currently contributing data
on clients assisted to the continuum's HMIS data system, or if a c1v applicant, is providing aggregate
data reports to the continuum; AND,the data quality meets or exceeds the standards prescribed by
the U.S. Department of Housing and Urban Development.
S. The CnC has established and is implementing its coordinated assessment system, as evidenced by
the executed written agreement with the applicant. The executed agreement must be attached to
this certification, and shall clearly delineate the roles and responsibilities of the applicant.
6. The applicant, has executed a written agreement
with the [oCto assist those individuals and households referred from the coordinated assessment
system as being implemented, to the applicant for rent assistance under the grant funded homeless
prevention and rapid re-housing program. This certification must be supported by a copy ofthe
written agreement that clearly delineates the roles and responsibilities of the applicant.
7. The applicant, has demonstrated performance in
coordinating with and securing services and benefits for the individuals and households being
assisted from the community network of other homeless and mainstream housing and service
applicants.
ZOl4 Emergency Solutions Grant 48
8 The applicant, is successful in assisting clients in
securing mainstream benefits, as evidenced by HM|6' orcomparable, data reports on mainstream
benefits secured by the clients at the time of exit from the program.
On behalf of this[o[(HUD PL ), the above certifications made, and are true and accurate.
Further, | am duly authorized to make this certification on behalf of the[o[
Name of Certifying Official:
Title:
Signature mfOfficial:
Date Signed:
Attachment provided to support/docu ent this certification:
Executed agreement for participation in coordinated assessment system
Executed agreement to accept referrals for rent assistance from the
Coordinated Assessment System
2Ol4 Emergency Solutions Grant 49
APPENDIX V||
Standard Forms for Lead Agencies to Use for Certifications
Standar6CoC Certification Form
2O14 Emergency Solutions Grant
Street Outreach Applicant Application Certification
1. The total number of unsheltered persons who are homeless in the CoC planning area for 2014 from
the point in time count is . This number iy certified as submitted to HUD inthe
Homeless Date Exchange for 2OI4Co[grant process.
2. Based upon the CoC HK4|S System, as of June 30, 2013, the applicant has achieved the following
outcomes for housing permanency:
(a) For Outreach clients assisted, ______% of clients who received emergency
health services on an outpatient basis bylicensed medical professionals.
(b) For Outreach clients assisted, ______% of clients who received emergency
mental health services on an outpatient basis by licensed medical
professionals.
(c) For Outreach clients assisted, _______% of clients who were sheltered as a
result ofreferral from the applicant's street outreach program tocommunity
housing applicants.
3. The applicant, is an active participate in the Co[ planning
process, participating in (name of
committee, board, task force or other element); AND participated in and provided data on the
homeless persons service for the 2O14 point in time count.
4. The applicant, I is currently contributing data
on clients assisted to the Co['s HM|G data system, or if dvapp|icant, is providing aggregate data
reports to the continuum; AND, the data quality meets or exceeds the standards prescribed by the
U.5. Department of Housing and Urban Development.
5. The [o[ has established and is implementing its coordinated assessment system, as evidenced by
the executed written agreement with the applicant. The executed agreement must be attached to
this certification, and shall clearly delineate the roles and responsibilities of the applicant.
6. The applicant has executed written agreements withcommunity housing applicants of rapid re-housing rental assistance to accept referrals from the
street outreach program. The executed agreement must be attached to this certification, and shall
clearly delineate the roles and responsibilities of the applicant.
7. The applicant has executed written agreement with a
community mental health applicant toaccept referrals of persons from the street outreach program
for receipt of appropriate mental health services. The executed agreement must be attached to this
certification, and shall clearly delineate the roles and responsibilities of the applicant.
2OI4 Emergency Solutions Grant 50
D. The applicant, has demonstrated performance in
coordinating with and securing services and benefits for the individuals and households being assisted
from the community network of other homeless and mainstream housing and service applicants.
On behalf of this [oC(HUD FL )' the above certifications made, and are true and accurate.
Further, I am duly authorized to make this certification on behalf of the CoC.
Name of Certifying Official:
Title:
Signature ofOfficial:
Date Signed:
Attachment provided to support/document this certification:
Executed agreement for participation in coordinated assessment system
Executed agreement to accept referrals for rental assistance for the Coordinated
Assessment System
ZO14 Emergency Solutions Grant 51
APPEND|XV||
Standard Forms for Lead Agencies to Use for Certifications
Standard Co[Certification Form
2O13 Emergency Solutions Grant
Emergency Shelter Facility Applicant Application Certification
1. The total number nf emergency shelter beds needed year round in the applicant's Cn[ p|anning is
for 20I4is . This number is certified by the lead agency of the [o[.
2. The percentage of the applicant's shelter beds occupied on the date of the I013 Point-in-Time
Count is . This number is certified by the lead agency of the Co[.
]. The average length of stay for clients housed at the applicant's shelter facility is
The [oC provides certification of the average length ofstay.
4. Based upon the [o[ HM|S System, as of June 30, 2013' the applicant has achieved the following
outcomes for housing permanency:
(a) For Shelter Facilities clients housed, % of clients exited the facility to permanent
housing.
(b) For Shelter Facilities clients housed' Y& of clients left the facility with employment
income.
(c) The applicant's outcomes achieved with its' DCF20I1 shelter award furthered the Exhibit l Plan
goals and objectives uf the CoC. Yes ______ No
5. The applicant, is an active participate in the [o[ planning
process, participating in (name of
committee, board, task force or other element); AND participated in and provided data on the
homeless persons service for the l014 point in time count.
6. The applicant, is currently contributing data
on clients assisted to the Co['s HK4|S data system, or if dvapp|icant, is providing aggregate data
reports to the continuum; AND, the data quality meets or exceeds the standards prescribed by the
U.I. Department of Housing and Urban Development.
7. The Co[ has established and is implementing its coordinated assessment system, as evidenced by
the executed written agreement with the applicant. The executed agreement must be attached to
this certification, and shall clearly delineate the roles and responsibilities of the applicant.
O. The applicant —has executed written agreements with
community housing applicants of rapid re-housing rental assistance to accept referrals from the
shelter program. The executed agreement must be attached to this certification, and shall clearly
delineate the roles and responsibilities of the applicant.
JOI4 Emergency Solutions Grant 52
9. The applicant, has demonstrated performance in
coordinatingwith and securing services and benefits for the individuals and households being
assisted from the community network of other homeless and mainstream housing and service
applicants.
0n behalf of this CoC (HUD FL ), the above certifications made, and are true and accurate.
Further, I am duly authorized to make this certification on behalf of the CoC.
Name of Certifying Official:
Title:
Signature ofOfficial:
Date Signed:
Attachment provided to support/document this certification:
Executed agreement for participation in coordinated assessment system
Executed agreement to accept referrals for rental assistance for the
Coordinated Assessment System
ZOI4 Emergency Solutions Grant 53
APPEND|XNH
COMPLETENESS CHECKLIST
12
Preven1ionandRe-Housing Shelter Facilities Street Outreach
Applicants must complete a checklist using this form to help assure that all required documents are
contained in their grant application. The completed checklist shall be included in the submission in Tab
6.
Application Content Item Complete� Tab
Number
1. Original Application, plus 3copies
2. Transmittal Letter, Signed by Authorized
Organization Official
3. Organization Information—Tab 1 1
Addressed all items, 1to7? (See p. Z1)
Attached supporting documents
4. Project Narrative—Tab Z J
Addressed all items, as required
(See p.Z1)
5. Application Form: Capacity and ]
Performance Criteria
" 4ddressed all criteria, 1to7?
(See pages 21to4S)
° Attached supporting
documentation?
" Certification signed by Authorized
Official
G. Budget and Match Forms 4
Forms completely filled out?
Budget narrative included?
7. Evidence of MyF|uridaK4arketP|ace
registration? 5
8. Certification ofHk4|S Compliance? 5
9. If applicant is nonprofit, Certification of
Local Government Approval? 5
lO. If applicant is nonprofit, evidence of IRS
501(c)(3)status? 5
J0I4 Emergency Solutions Grant 54
Contract No. Client Non-Client �7
CFDANo. ____
FLORIDA DEPARTMENT OF CHILDREN AND FAMILIES STANDARD CONTRACT
THIS CONTRACT is entered into between the Florida Department Of Children and Forni|iea'
hereinafter referred to as the "Department" and _. hereinafter referred to as the "Provider".
The Department and Provider agree @Sfollows:
1, Purpose. The [)epednneni is engaging the Provider for the purpose Of
. as further described in Attachment | hereto. The
Provider shall perform all tasks and provide units of deliverables, including reports, findings, and
draftS, as specified in this contract. These deliverables must be received and accepted by the
contract manager in writing prior to payment, subject to subsequent audit and review and to the
satisfaction of the Department. Unless otherwise provided in the procurement document, ifany,
or governing |ovv' the Department reserves the right to add services that are incidental or
complimentary to the original scope ofservices.
x. Effective and Ending Dates. This contract shall be effective on or the last date
executed by a party, whichever is later. The performance period under this contract shall
COnnnO8nCe on or the effective date of this contract, whichever is |ater, and shall end at
midnight, Select aTime Zone tirne, on subject to the survival of terms provisions Of
Section 33.j hereof.
o. Payment for Services. The Department shall pay for contracted services performed by the
Provider oD and after the effective date of this contract according fo the terms and conditions Of
this contract nfan amount not to exceed or the rate snhedule, subject to the
availability of funds and satisfactory performance of all terms by the Provider. The State of
Florida's performance and obligation to pay under this contract is contingent upon an annual
appropriation by the Legislature. Any costs Or services paid for under any other contract orfrom
any other source are not eligible for payment under this contract.
*. Contract Document. The Provider shall provide services in accordance with the terms and
conditions specified in this contract including its attachrnents,
and
any exhibits referenced in said attachments, together with any documents incorporated by
reference, which contain all the terms and conditions agreed upon by the parties. The
definitions found in the Standard Contract Definitions, located at
http:/kwvvw/.dcf.state.O.uo/adnnin/oontnaots/doCa/G|nmsoryofCootnmo[Terme.pdf are incorporated
into and made a pad of this contract. The PUR 1000 Form (10/06 version) is hereby
incorporated into and made a pad of this contract, Sections 1.d., 2-4, 8, 8-13, 20. 23. 27 and
31 of the PUF7 1000 Form are not applicable to this contract. In the event of any conflict
between the PUF< 1000 Form and any other terms or conditions of this contman(, such other
terms or conditions shall take precedence over the PUR100OForm.
n Compliance with Statutes, Rules and Regulations. In performing its obligations under
this contract. the Provider shall without exception be axvor8 of and comply with all state and
federal |avvs, rules and regulations relating to its performance under this contract oathey may
be enacted or amended from time-to-time, including but not limited to those described in Section
35 of this contract.
s Official Payee and Party Representatives
a. The Provider's nenne' as shown ebove, and c. The name, address, telephone number and e-nnai
2O14 Emergency Solutions Grant 55
mailing address of the official payee to whom the address of the contract manager for the Departmen
payment shall be made are: for this contract is:
Name: Name:
Address: Address:
-- ......----_.-------------__.-_
City: State: Zip Code: City: State: Zip Code:
Phone: Phone:
ext: ext:
_ __ _ _ _ ____ e-mail:
b. The name of the contact person and address, d. The name, address, telephone number and e
telephone, and e-mail address where financial and mail of the representative of the Provider responsible
administrative records are maintained are: for administration of the program under this contras
Name: is:
Name:
Address: Address:
__-_____-__-__-._._-.___..__.____
City: State: Zip Code: City: State: Zip Code:
Phone: Phone:
ext: _ ext:
e-mail: e-mail:
Upon change of representatives (names, addresses, telephone numbers or e-mail addresses)
by either party, notice shall be provided in writing to the other party and the notification attached
to the originals of this contract.
7. Inspections and Corrective Action. The Provider shall permit all persons who are duly
authorized by the Department to inspect and copy any records, papers, documents, facilities,
goods and services of the Provider which are relevant to this contract, and to interview any
clients, employees and subcontractor employees of the Provider to assure the Department of
the satisfactory performance of the terms and conditions of this contract. Following such
review, the Department will deliver to the Provider a written report of its findings, and may direct
the development, by the Provider, of a corrective action plan where appropriate. The Provider
hereby agrees to timely correct all deficiencies identified in the Department's written report.
This provision will not limit the Department's termination rights under Section 30.
a. Independent Contractor, Subcontracting and Assignments.
a. In performing its obligations under this contract, the Provider shall at all times be acting
in the capacity of an independent contractor and not as an officer, employee, or agent of the
State of Florida, except where the Provider is a state agency. Neither the Provider nor any
of its agents, employees, subcontractors or assignees shall represent to others that it is an
agent of or has the authority to bind the Department by virtue of this contract, unless
specifically authorized in writing to do so. This contract does not create any right in any
individual to state retirement, leave benefits or any other benefits of state employees as a
result of performing the duties or obligations of this contract. The parties agree that no joint
employment is intended and that, regardless of any provision directing the manner of
provision of services, the provider and its subcontractors shall be responsible for the
supervision, control, hiring and firing, rates of pay and terms and conditions of employment
of their own employees.
b. The Provider shall take such actions as may be necessary to ensure that it and each
subcontractor of the Provider will be deemed to be an independent contractor and will not be
considered or permitted to be an officer, employee, or agent of the State of Florida. The
Department will not furnish services of support (e.g., office space, office supplies, telephone
service, secretarial or clerical support) to the Provider, or its subcontractor or assignee,
unless specifically agreed to by the Department in this contract. All deductions for social
2014 Emergency Solutions Grant 56
security, withholding taxes, income taxes, contributions to unemployment compensation
funds and all necessary insurance for the Provider. the Provider's officers, employees,
agents, subcontractors, Orassignees shall bethe sole responsibility Vfthe Provider.
o, The Provider shall not assign the responsibility for this contract to another party without
prior written approval of the [JGpartrnent, upon the Department's np|e determination that
such assignment will not adversely affect the public interest hVvvever, in no event may the
Provider assign or enter into any transaction having the effect of assigning or transferring
any right to receive payment under this contract which right is not conditioned on full and
faithful performance of the Provider's duties hereunder. Any sub|ioenae, assignment, or
transfer otherwise occurring without prior approval of the Department shall be null and void.
The Provider shall not subcontract for any of the work SOO1e[Op|ahsd under this contract
without prior written approval of the Department, which shall not be unreasonably withheld.
o. The State of Florida shall at all bnnee be entitled to assign or transfer, in whole or part, its
rights, duties, or obligations under this contract to another governmental agency in the State
of Florida or to a provider of the Department's se|ection, upon giving prior written notice to
the Provider. In the event the State of Florida approves {n8nahar of the Provider's
obligations, the Provider remains responsible for all work performed and all expenses
incurred in connection with the o}Dtn8CL This contract shall remain binding upon the lawful
successors in interest nf the Provider and the Department.
*. To the extent permitted by Florida Law, and in compliance with Section 8.c., the Provider
is responsible for all work performed and for all cnrnnnodibas produced pursuant to this
contract whether actually furnished by the Provide[ or by its subcontractors. Any
subcontracts shall be evidenced by @ written document. The Provider further agrees that
the Department shall not be liable tothe subcontractor in any way or for any reason relating
tn this contract.
f, The Provider shall indude, in all subcontracts (at any tier) the substance mfall clauses
contained in this Standard Contract that mention or describe subcontract compliance.
o. To the extent that a subcontract provides for payment after Provider's receipt of payment
from the Department, the Provider shall make payments to any subcontractor within seven
/7\ working days after receipt of full or partial payments from the Department in accordance
with section 287.0585. Florida Statutes (F.S.), unless otherwise stated in the contract
between the Provider and subcontractor. Failure to pay within seven (7) vvorhing days will
result in a penalty that shall be charged against the Provider and paid by the Provider h] the
subcontractor in the amount of one-half Vfone percent (.5%) of the amount due per day
from the expiration of the period allowed for payment. Such penalty shall be in addition to
actual payments owed and shall not exceed fifteen percent (15Y6) of the outstanding
balance due.
e. Provider Indemnity. Section 19 ofPUR 1000 Form shall apply per its terms' except that
the phrase "arising from or relating to personal injury and damage to real or personal tangible
prOperty" in the first paragraph is replaced with "arising out Of or by reason of the execution of
this contract or arising from or relating to any alleged act oromission by the Provider, its agents,
employees, partners, or subcontractors in relation to this agreement," and the following
additional terms will also apply:
v. If the Provider removes an infringing product because it is not reasonably able to modify
that product orsecure the Department the right to continue to use that product. the Provider
shall immediately replace that product with 8 non-infringing product that the Department
determines to be of equal or better functionality or be liable for the Department's cost in so
doing.
b. Further. the Provider ahmU indemnify the Department for all costs and attorneys fees
arising from or relating to Provider's claim that record contains trade secret information that
is exempt from disclosure or the scope of the Provider's redaction of the record, as provided
for under Section 25.o., including litigation initiated by the Department.
2O14 Emergency Solutions Grant 57
The Provider's inability to evaluate |iohi|ih/ or its evaluation of liability aheU not excuse its duty to
defend and indemnify after receipt Vfnotice. Only an adjudication or judgment after the highest
appeal is exhausted finding the Department negligent shall excuse the Provider ofperformance
under this pn]vision, in which case the Department shall have no obligation to reimburse the
Provider for the cost of its defense. If the Provider is an agency or subdivision of the Sta\g, its
obligation to indennnifv, defend and hold harmless the Department shall be to the extent
permitted by section 788.28. F.S. or other applicable law, and without waiving the limits of
sovereign immunity.
lo, Insurance. The Provider shall maintain continuous adequate liability insurance coverage
during the existence Of this contract and any renewal(s) and extension(s) thereof. With the
exception of a state agency or subdivision as defined by subsection 768.28(2). F�S., by
execution of this contract, the Provider accepts full responsibility for identifying and determining
the type(s) and extent of liability insurance necessary to provide reasonable financial protections
for the Provider and the clients to be served under this contract, The limits of coverage under
each policy maintained by the Provider do not limit the Provider's liability and obligations under
this contract. Upon the execution of this contract, the Provider shall furnish the [}ep@dnneOt
written verification supporting both the determination and existence of such insurance coverage.
Such coverage may be provided by self-insurance program established and operating under
the |avvo of the State of Florida. The Department nBsen/ea the right to require additional
insurance as specified in this contract.
ii. Notice of Legal Actions, The Provider shall notify the Department oflegal actions taken
against them or potential actions such as lawsuits, related to services provided through this
contract or that may impact the Provider's ability to deliver the contractual services, or adversely
impact the Department. The Department's contract manager will be notified within 10 days of
Provider becoming aware of such actions or from the day of the legal filing, whichever COnneS
first.
12. Client Risk Prevention. If aen/imam to clients are to be provided under this contract, the
Provider and any subcontractors shall, in accordance with the client risk prevention eystarn,
report those reportable situations listed in Department of Children and Families Operating
Procedure /CFDP\ 215-6 in the manner prescribed in CFOP 215-8. The Provider shall
immediately report any knowledge or reasonable suspicion of abuse, neglect, or exploitation nfa
child, aged penaon, or disabled adult to the Florida Abuse Hotline on the statewide toll-free
telephone nunnUe, (1-8UO-S8ABUSE). As required by Chapters 39and 415. F.B., this provision
ie binding upon both the Provider and its employees.
13. Emergency Preparedness Plan. If the tasks to be performed pursuant to this unntngo1
include the physical Cana or supervision of clients, the Provider sheU, within thirty (30) days of
the execution of this oontract, submit to the contract manager an emergency preparedness plan
which shall include provisions for records prod8c±iOn, alternative accommodations for clients in
substitute oare, suppUes, and m recovery plan that will allow the Provider to continue functioning
in compliance with the executed contract inthe event ofan actual emergency.
a For the purpose of disaster planning, the term supervision includes a child who isunder
the jurisdiction of dependency court. Children may remain in their honnes, be placed in o
non-licensed relative/non-relative home, or be placed in a licensed foster care setting.
u, No later than twelve months following the Department's original acceptance of plan
and every twelve /12\ months thereafter, the Provider shall submit mwritten certification that
it has reviewed its p|an, along with any modifications to the plan, Or 8 statement that no
modifications were found necessary.
r. The Department agrees to respond in writing within thirty (30) days of receipt ofthe
original or updated p|an, accepting, rejecting, or requesting modifications. In the event of an
emergency, the Department may exercise oversight authority over such Provider in order to
assure implementation of agreed emergency relief provisions.
2Ol4 Emergency Solutions Grant 58
14. Intellectual Property. It is agreed that all intellectual prOpehv, invenUnne, written or
electronically created rnateha|a, including nnanua|s, presentations, fi|ms, or other copyrightable
nna&ahe|s, arising in relation to Provider's performance under this contract, and the pedOnn8Oce
of all of its oOicens, agents and SuboOntn8chDrS in relation to this contract, are works for hire for
the benefit of the Department. fully compensated for by the contract amount, and that neither
the Provider nor any of its oMioerS, agents nor subcontractors may deino any interest in any
intellectual property rights accruing under or in connection with the performance of this contract.
It is specifically agreed that the Department shall have exclusive rights to all data processing
software failing within the henn5 of section 119.084. F.S., which arises or is developed in the
course of or as a result of work or services performed under this Q}ntn]{d. Or in any way
connected herewith. Notwithstanding the foregoing provision, if the Provider is a university and
a member ofthe State University System of Florida, then section 1004.23. F.8., Sh8U apply.
m. If the Provider uses or delivers to the Department for its use or the use of its employees,
agents or conkaoturs, any design. devicB. Or rnateh8|g covered by |ett8rS, patent, or
copyright, |tis mutually agreed and understood that, except @StOthose items specifically
listed in the Special Provisions Of Attachment | as having specific |irD|b]dDOg, the
compensation paid pursuant to this cOn(n5Ct includes all royalties or costs arising from the
use of such design, deviCe. Or materials in any way involved in the work contemplated by
this contract. For purposes of this provision, the term "use" shall include use by the Provider
during the term Of this contract and use by the Department its employees, agents or
contractors during the karrn of this contract and perpetually thereafter.
u. All applicable subcontracts shall include a provision that the Federal awarding agency
reserves all patent rights with respect to any discovery or invention that arises or is
developed in the course of or under the subcontract. Notwithstanding the foregoing
provision' if the Provider Or One of its subcontractors is a university and 8 member of the
State University System Of Florida, then section 1004.28. F.B., shall app|y, but the
Department shall retain a perpetuai, fully-paid, nonexclusive license for its use and the use
of its contractors of any resulting patented, copyrighted or trademarked work products.
15. Rea! Property. Any state funds provided for the purchase of or improvements to real
property are contingent upon the Provider granting to the state a security interest in the property
at least to the amount of the state funds provided for at least five /5\ years from the date of
purchase or the completion of the improvements or as further required by law. As condition of
receipt ofstate funding for this purpose, the Provider agrees that, if it disposes of the property
before the Department's interest is vacated, the Provider will refund the proportionate share of
the mtate'n initial investment, as adjusted by depreciation.
16 Publicity. Without limitation, the Provider and its employees, agents, and representatives
will not, without prior Departmental written consent in each inatgnce, use in advertiSing, publicity
or any other promotional endeavor any State mark, the name of the Gtate'a mark, the name of
the State or any state agency or affiliate or any officer or employee of the Statg, or any state
prVgo3nn or Service' or represent. directly or indinect|y, that any product or service provided by
the Provider has been approved or endorsed by the S(ate, or refer to the existence of this
contract in press releases, advertising or materials distributed to the Provider's prospective
customers.
17, Sponsorship. As required by section 286.25. F.S.. if the Provider is m non-govern mental
organization which sponsors program financed wholly orin part by state funds, including any
funds obtained through this uontrect, it shall, in pub|ioizing, advertiaing, or describing the
sponsorship of the program state: ''Sponsored by (Provider's name) and the State of Florida,
Deportment of Children and Fonni|ies" If the sponsorship reference is in written motarie|, the
words "State of Florida, Department ofChildren and Fmmi|ies" shall appear in at least the same
size letters ortype as the name of the organization.
2014 Emergency Solutions Grant 59
18. Employee Gifts. The Provider agrees that it will not offer b] give or give any gift to any
Department employee. AS part of the consideration for this con(ngct, the parties intend that this
provision will Survive the contract for m period of two years. In addition to any other remedies
available to the [}epartrnent, any violation of this provision will result in referral of the Provider's
nmrno and description of the violation of this term to the Department of Management Services
for the potential inclusion of the Provider's name on the suspended vendors list for an
appropriate period. The Provider will ensure that its subcontnaotors, if any, comply with these
provisions.
1e. Invoices. The Provider shall submit bills for fees or other compensation for services or
expenses in sufficient detail for proper pre-audit and post-audit. Where itemized payment for
travel expenses is permitted in this contract, the Provider shall submit bills for any travel
expenses in accordance with section 112.061, F.S., or at such lower rates as may be provided
in this contract.
oo. Final Invoice. The final invoice for payment shall be submitted to the Department nomore
than days after the contract ends or in terminated. If the Provider fails to do so, all rights
to payment are forfeited and the Department will not honor any requests submitted after the
aforesaid time period. Any payment due under the honns of this contract may be withheld until
all reports due from the Provider and necessary acUus1nnenba [honsfo, have been approved by
the Department.
21. Financial Consequences. If the Provider fails to meet the minimum level of service or
performance identified in this Coniract, or that is customary for the industry, the Department will
apply financial consequences commensurate with the deficiency. Financial consequences may
include but are not limited to refusing payment, withholding payments until deficiency is cured,
tendering only partial payments, applying liquidated damages to the extent that this contract so
provides, imposition of penalties per Section 29, termination of contract per Section 30 and
requisition of services from an alternate source. Any payment made in reliance on the
Provider's evidence of pedbrnl@nce, vvh|oh evidence is subsequently determined to be
erroneous, will be immediately due as an overpayment in accordance with Section 22. to the
extent ofsuch error.
22. Overpayments. The Provider shall return to the Department any overpayments due to
unearned funds or funds disallowed that were disbursed to the Provider by the Department and
any interest attributable to such funds pursuant to the terms and conditions of this contract, In
the event that the Provider or its independent auditor discovers that an overpayment has been
made, the Provider shall repay said overpayment immediately without prior notification from the
Department. In the event that the Department first discovers an overpayment has been nnode,
the contract nnanagor, on behalf ofthe Department, will notify the Provider by letter of such
findings. Should repayment not be made forthwith, the Provider will be charged interest at the
|mvvfu| rate of interest on the outstanding balance after Department notification or Provider
discovery. Payments made for services subsequently determined by the Department to not be
in full compliance with contract requirements shall be deemed overpayments. The Department
shall have the right to offset or deduct from any amount due under this contract at any time any
amount due to the Department from the Provider under this or any other contract oragreement
and payment Oth8mviSg dug under this contract will be deemed received regardless of such
offset.
za. Payment on Invoices. Pursuant to section 215.422. F.S.. the Department has five (5)
working days to inspect and approve goods and servicea, un|mmo the bid npncificaUons,
purchase order, or this contract specify otherwise. With the exception of payments to health
care providers for hospital, nnedioa|, or other health rare services, if payment is not available
within forty (40) days, measured from the latter of the date a properly completed invoice is
received by the Department orthe goods or services are received, inspeoted, and approved, m
separate interest penalty set by the Chief Financial Officer pursuant to section 55.03. F.S., will
be due and payable in addition to the invoice amount. Payments to health care providers for
2OI4 Emergency Solutions Grant 60
hospital, medical, or other health oenm serviceo, ehoU be made not more than thirty-five (35)
days from the date eligibility for payment isdetermined. Financial penalties will bo calculated ot
the daily interest rate of .O3333q6. Invoices returned tou Provider due hm preparation errors will
result ina non-interest bearing payment delay. Interest penalties less than one (1) dollar will not
be paid unless the Provider requests payment. Payment shall be made only upon written
acceptance by the Department and shall remain subject to subsequent audit or review to
confirm contract compliance.
24. Vendor Ombudsman. A Vendor Ombudsman has been established within the Department
of Financial Services. The duties of this office one found in section 215.422. F.S., which include
disseminating information relative to prompt payment and assisting vendors in receiving their
payments in a timely manner from o state agency. The Vendor Ombudsman may be contacted
at (O5O)413-5510.
25. Records, Retention, Audits, Inspections and Investigations.
u. The Provider shall establish and maintain books, records and documents (including
e|gCtF0niC Storage media) sufficient to reflect all income and expenditures of funds provided
by the Department under this contract.
u. Retention of all client recVrds, financial reoords, supporting dooumentg, statistical
necorda, and any other documents (including electronic storage media) pertinent to this
contract shall be maintained by the Provider during the term of this contract and retained for
a period of six (8) years after completion of the contract or longer when required by |ovv. In
the event an audit is required under this contract, records shall be retained for nnininnunn
period of six (6) years after the audit report is issued or until resolution of any audit findings
or litigation based on the terms ofthis contract, atnn additional cost bl the Department.
C. Upon demand, at no additional cost tothe Department, the Provider will facilitate the
duplication and transfer of any records or documents during the term ofthis contract and the
required retention period in Section 25.b.
x. These records shall be made available at all reasonable times for inspection, review,
copying, or audit by Federal, State, or other personnel duly authorized by the Department.
a. At all reasonable times for 8S long as records are nna|nta|ngd, persons duly authorized
by the Department and Federal auditors. pursuant to45 CFR. section 92.30(i)/10). shall be
allowed full access to and the right to examine any of the Provider's contracts and related
records and documents, regardless qf the form in which kept.
f, A financial and compliance audit shall be provided tV the Department as specified inthis
contract and in Attachment
_______.
o. The Provider shall comply and cooperate immediately with any inapections, revievvs,
inveadgodons, or audits deemed necessary by The [)f5oe of the Inspector General (section
20.055. F.S.).
». No record may be withheld nor may the Provide, attempt to limit the scope of any of the
foregoing inspections, revievvs, oopyinQ, transfers or audits based on any claim that any
record is exempt from public inspection or is oonUdonda|, proprietary or trade secret in
nature; provided' however, that this provision does not |irni1 any exemption to public
inspection nrcopying tV any such record.
uo. Public Records. The Provider shall a||nm/ public access to all documents, papers, |etters, or
other public records as defined in subsection 119.011(12). F.S. as prescribed by subsection
119.07(1) F.S., made prreceived by the Provider in conjunction with this contract except that
public records which are made confidential by |avv must be protected from disclosure. It is
expressly understood that the Provider's failure to COnnp|y with this provision shall constitute an
immediate breach mf contract for which the Department may unilaterally terminate the contract.
a. Unless exempted by law, all public records are subject to public inspection and copying
under Florida's Public Records Lavv, Chapter 119. F.S. Any c|ginn by Provider of trade
2OI4 Emergency Solutions Grant 61
secret (proprietary) confidentiality for any information contained in Provider's documents
(reports, deliverables or workpopens, eto., in paper or electronic form) submitted in
connection with this contract will be waived, unless the claimed confidential information is
submitted in accordance with Section 20.b.
u. The Provider must clearly label any portion of the documents, data, or records submitted
that it considers exempt from public inspection or disclosure pursuant to Florida's Public
Records Law aotrade secret. The labeling will include a justification citing specific statutes
and facts that authorize exemption of the information from public disclosure. If different
exemptions are claimed to be applicable to different portions of the protected information,
the Provider shall include information correlating the nature of the dairn8 to the particular
protected information.
c. The Oepartrneni, when required to comply with g public records request including
documents submitted by the Provider, may require the Provider to expeditiously submit
redacted copies of documents marked as trade secret in accordance with Section 26.b.
Accompanying the submission shall be an updated version Of the justification under Section
26.b, correlated specifically to redacted infornnadon, either confirming that the statutory and
factual basis originally asserted remain unchanged or indicating any changes affecting the
basis for the asserted exemption from public inspection or disclosure. The redacted copy
must exclude or obliterate only those exact portions that are claimed iobetrade secret, If
the Provider fails to promptly submit a redacted copy, the Department is authorized to
produce the records sought without any redaction of proprietary or trade secret information.
u. The Provider shall be responsible for defending its claim that each and every portion of
the redactions of trade anCn*t information are exempt from inspection and copying under
Florida's Public Records Law.
zT. Client Information. The Provider shall not use or disclose any information concerning o
recipient of services under this contract for any purpose prohibited by state and federal |avva,
rules and regulations except with the written consent of person legally authorized to give
that consent or when authorized bylaw.
28. Data Security. The Provider shall comply with the following data Gaour|b/ requirements:
a. An appropriately skilled individual shall be identified by the Provider tofunction as its
Data Security Officer. The Data Security Officer shall act as the liaison to the Department's
security staff and will maintain an appropriate level of data security for the information the
Provider is collecting or using in the performance of this cnntra[t. An appropriate level of
security includes approving and tracking all Provider employees that request orhave access
to any Departmental data system or information, The Data Security Officer will ensure that
user access to the data system or information has been removed from all terminated
Provider employees.
u. The Provider shall provide the latest Departmental security awareness training to its staff
and subcontractors who have access to departmental information,
c All Provider employees who have access to departmental information shall comply with,
and be provided a copy of CFOP 50-2, and shall sign the DCF Security Agreement Form CF
0114annua||y. A copy of Form CF0114 may be obtained from the contract manager.
u. The Provider shall make every effort to protect and avoid unauthorized release of any
personal or confidential information by ensuring both data and storage devices are
encrypted as prescribed in CFOP 50'2. If encryption of these devices is not poSSib|e, then
the Provider shall assure that uDenurypted personal and confidential departmental data will
not be stored on unencrypted storage devices. The Provider shall require the same of all
subcontractors.
e. The Provider agrees to notify the contract manager as soon as possible, but no later
than five (5) working days hm||ovvinQ the determination of any breach or potential breach of
ZOl4 Emergency Solutions Grant 62
personal and confidential departmental data. The Provider gh@U require the s8nn8
notification requirements of all subcontractors.
f. The Provider shall at its own C8St provide DOUCe to affected parties no later than forty-
five (45) days following the determination of any potential breach of personal or confidential
departmental data as provided in S8Cbon 817.5681, F.S. The Provider shall require the
same notification requirements Of all subcontractors. The Provider shall also at its own cost
implement measures deemed appropriate by the Department to avoid or mitigate potential
injury to any person due to a breach or potential breach of personal and confidential
departmental data.
ue, Financial Penalties for Failure t# Take Corrective Action.
r. In accordance with the provisions of subsection 402.73(1). F.8.. and Rule 65-29.001.
Florida Administrative Code (F.A.C.), corrective action plans may be required for
nonconnp|iance, nonperformenoe, or unacceptable performance under this contract.
Penalties may ba imposed for failures to implement orho make acceptable progress onsuch
corrective action plans.
u. The increments of penalty imposition that gh8|| opp|y, unless the Department determines
that extenuating circumstances exis[, shall be based upon the severity of the
noncompliance, nonperformance, or unacceptable performance that generated the need for
corrective action plan. The penalty, if imposed, shall not exceed ten percent /10%\ of the
total contract payments during the period in which the corrective action plan has not been
implemented orinwhich acceptable progress toward implementation has not been mode.
Noncompliance that isdetermined to have direct effect on client health and safety shall
result in the imposition of ten percent (10Y6) penalty of the total contract payments during
the period in which the corrective action plan has not been implemented or in which
acceptable progress toward implementation has not been made.
C. Noncompliance involving the provision of service not having a direct effect on client
health and safety shall result in the imposition of a five percent /596\ penalty.
Noncompliance as a result of unacceptable performance of administrative tasks ohmU result
in the imposition ofa two percent (296) penalty,
u. The deadline for payment shall be as stated in the Order imposing the financial
penalties. In the event of nonpayment the Department may deduct the amount of the
penalty from invoices submitted bythe Provider.
uo. The Following Termination Provisions Apply tothis Contract:
a In accordance with Section 22 ofpUR 1000 Form, this contract may be terminated by
the Department without cause upon no less than thirty (30) calendar days' notice in vvhUnQ
to the Provider unless @ sooner time |s mutually agreed upon inwriting.
b. In the event funds for payment pursuant to this contract becomes unavailable, the
Department may terminate this contract upon no less than twenty-four /24\ hours' notice in
writing tV the Provider. The Department shall be the final authority mSto the availability and
adequacy offunds.
C. In the event the Provider tmi|m to fully comply with the terms and conditions of this
contract, the Department may terminate the contract upon no less than twenty-four (24)
hours (excluding Saturday, Sunday, and Holidays) notice in writing to the Provider after
Provider's failure to fully cure such noncompliance within the time specified in a written
notice of noncompliance issued by the Department specifying the nature of the
noncompliance and the actions required to cure such noncompliance. In addition, the
Department may employ the default provisions in Rule 60A-1.006(3). F.A.C., but is not
required to do So in order to terminate the contract. The Department's failure to demand
performance of any provision of this contract shall not be deemed a waiver of such
performance. The Department's waiver o{ any one breech of any provision of this contract
shall not be deemed to be a waiver of any other breach and neither event shall be construed
ZOI4 Emergency Solutions Grant 63
to be a modification of the terms and conditions of this contract. The provisions herein do
not limit the Department's right b> remedies at law orinequity.
u. Failure to have performed any contraotual obligations under any other contract with the
Department in a manner satisfactory to the Department will be o sufficient cause for
termination. To be terminated as a Provider under this provision, the Provider must have:
/1> previously failed to satisfactorily perform in a contract with the Department, been notified
by the Department of the unsatisfactory performance, and failed to correct the unsatisfactory
performance to the satisfaction of the Department; Or /2\ had @ contract terminated by the
Department for cause. Termination shall ba upon mo less than twenty-four(24) hours' notice
in writing to the Provider.
All notices of termination provided under this Section shall be in writing and sent by U.S. Postal
Service or any other delivery service that provides verification of delivery or by hand delivery. In
the event of termination under paragraphs a. or b.. the Provider will be compensated for any
work satisfactorily completed.
31, Transition Activities. Continuity nf service is critical when service under this contract ends
and service commences under a new contract. Accordingly, when service will continue through
another provider upon the expiration or earlier termination of this Cunt[aC[ the Provider shall
complete all actions necessary to smoothly transition service to the new provider, The Provider
shall be required to support an orderly transition to the next provider no later than the expiration
or earlier termination Of this contract and shall support the requirements for transition as
specified in a Department-approved Transition Plan. Such activities will be without additional
oornp8na@boD and will include consultation on the resources needed to support tn3nsition,
identifying a transition nnanager, the characteristics of transactions, data and file transfer.
oa. Dispute Resolution. Any dispute concerning performance of the contract or payment
hereunder shall be decided by the Department's contract manager, who shall reduce the
decision to writing and provide o copy to the Provider. The decision shall be final and
conclusive unless within twenty-one (21) calendar days from the date Of receipt of the contract
manager's decision, the Provider delivers to the contract manager a petition for alternative
dispute resolution. After receipt of a petition for alternative dispute resolution the Department
and the Provider shall attempt to amicably resolve the dispute through negotiations. Timely
delivery of a petition for alternative dispute resolution and completion of the negotiation process
shall be a condition precedent to any legal action by the Provider concerning this contract. After
timely delivery of a petition for alternative dispute resolution, the parties may employ any dispute
resolution procedures described in the Attachment | nr other attachment, or mutually agree tn
an alternative binding or nonbinding dispute resolution prooeas, the terms of which shall be
reduced to writing and executed by both parties. Completion of such agreed process shall be
deemed to satisfy the requirement for completion of the negotiation process. This provision
shall not limit the parties' rights Of termination under Section 3O.
31 Other Terms
a. Except where otherwise provided in this COntrmCL communications between the parties
regarding this contract may beby any commercially reasonable means. Where this contract
calls for communication, in writing, except for notices of termination per Section 30, such
communication includes onnai|, and attachments are deemed received when the ennei| is
received.
o, This contract is executed and entered into in the State of Florida, and shall be construed,
performed and enforced in all respects in accordance with Florida |aw, without regard to
Florida provisions for conflict of laws. Courts of competent jurisdiction in Florida eba|| have
exclusive jurisdiction in any action regarding this contract and venue shall be in Leon
County, Florida. Unless otherwise provided in Attachment | or in any amendment hereto,
any amendment, extension orrenewal (when authorized) may be executed in counterparts
as provided in Section 4Gof the PUR1OOOForm.
2O14 Emergency Solutions Grant 64
c /\rdcJem which are the subject of or one required to carry out this contract shall be
purchased from Prison Rehabilitative Industries and Diversified Enterprises, Inc., (PRIDE)
identified under Chapter 845. F.S., in the same manner and under the procedures set forth
in subsections 846.515(2) and (4}. F.S. For purposes of this contract, the Provider ahgU be
deemed tobe substituted for the Department insofar as dealings with PRIDE. This clause is
not applicable to subcontractors unless otherwise required by law. An abbreviated list Of
prod u(te/serviues available from PRIDE may be obtained by contacting PRIDE @( (8OO) 643-
O458.
u. The Provider shall procure any recycled products or meterio|e, which are the subject Of
or are required to marry out this cOOt[gct, in accordance with the provisions of section
403.7065. F.S.
w, The Department is COnnnnittad to ensuring provision of the highest quality services to the
persons we serve. Accordingly, the Department has expectations that where accreditation
is generally accepted nationwide as a clear indicator of quality service, the majority of the
Department's providers will either beaccredited, have 8 plan to meet national accreditation
standards, 0r will initiate a plan within a reasonable period oftime.
f. The Department of Economic Opportunity and Workforce Florida: The Provider
understands that the Department, the Department VfEconomic Opportunity. and Workforce
Florida, Inc., have jointly implemented an initiative to empower recipients in the Temporary
Assistance to Needy Families PpoQngnn to enter and remain in gainful employment. The
Department encourages Provider participation with the Department of Economic Opportunity
and Workforce Florida.
n. Trans|(ioning Young Adults: The Provider understands the Department's in1enam[ in
assisting young adults aging out of the dependency system. The Department encourages
Provider participation with the local Community-Based Cona Lead Agency Independent
Living Program to offer gainful employment to youth in foster care and young adults
tranoiUoninOhnnn the foster care system.
x There are no proviaions, terms, conditiDns, or obligations other than those contained
herein, and this contract shall supersede all previous communications, nepresentaUone, or
agreements, either verbal or written between the parties.
/. If any term or provision of this contract is legally determined unlawful or unenforceab|e,
the remainder ofthe contract shall remain in full force and effect and such term or provision
shall bestricken.
/. Survival of terms. The parties agree that, unless a provision of this Standard Contraot,
its attachments or incorporated documents expressly states otherwise as to itself or a
named provision, all provisions of this contract concerning obligations of the Provider and
remedies available to the Department are intended to survive the "ending date" or an earlier
termination of this contract. The Provider's performance pursuant to such surviving
provisions shall be without further payment, as the contract payments received during the
term of this contract are consideration for such performance.
x, Most Favored Party Status: The Provider represents and warrants that the prices and
terms for its services under this contract are no less favorable to the Department than those
for similar services under any existing contract with any other party. The Provider further
agrees that, within ninety (SO) days of Provider entering into m oontract, contract amendment
or offering to any other party services similar to those under this contract under prices or
terms more favorable than those provided in this contract, the Provider will report such
prices and terms to the [)epartnnent, which prices or terms shall be effective as an
amendment iuthis contract upon the Department's written acceptance thereof. Should the
2OI4 Emergency Solutions Grant 65
Department discover such Other phome or tannm, the eerne shall be effective as an
amendment to this contract retroactively to the earlier of the effective date of this contract
(for other contracts in effect as of that date) or the date they were first contracted or offered
to the other party (for subsequent contracts, amendments or offers) and any payment in
excess of such pricing shall be deemed overpayments. Provider shall submit an affidavit no
later than July 31s/ of each year during the term of this contract attesting that the Provider |s
in compliance with this prov|sinn, as required by section 216.0113. FS.
|, The Provider will not offer, enter into nor enforce any h]rnna| or informal agreement with
any person. firm or entity under which the parties agree to nah'oin from competing for any
future service contract Dr limit |n any manner the ability of either party to obtain employment
byur provide services to the Department oru provider of services iO the Department.
m. |n the event of conflict between the provisions Of the documents, the documents shall
be interpreted in the following order ofprecedence:
i. Attachment | and other attachments, ifany;
ii. Any documents incorporated into any attachment byreference;
iii. This Standard Contract;
iv. Any documents incorporated into this Standard Contract byreference.
34. Modifications. Modifications of provisions of this contract shall be valid only when they
have been reduced to writing and duly signed by both parties. The rate of payment and the total
dollar amount may be adjusted retroactively to reflect price level increases and changes in the
rate of payment when these have been established through the appropriations process and
subsequently identified in the Department's operating budget.
ss. Additional Requirements of Lmm/. Regulation and Funding Source, As provided in
Section 5 of this contract, the Provider is required to comply with the following requirements, as
applicable to its performance under this contract. Provider acknowledges that it is
independently responsible for investigating and complying with all state and federal laws, rules
and regulations relating to its performance under this contract and that the below is only a
sample Of the State and federal |mvvs, rules and regulations that may govern its performance
under this contract.
� Federal Law
i. If this contract contains federal funds, the Provider shall comply with the provisions of
federal |ovv and regulations inC|uding, but not limited to, 45 CFR, Part 74, 45 CFR, Part
92. and other applicable regulations.
ii. If this contract contains $10.000 or more of federal funds, the Provider shall comply
with Executive Order 11246. Equal Employment Opportunity, as amended byExecutive
Order 11375 and otherS, and as supplemented in Department of Labor regulation 41
CFR. Part O8 and 45CFR, Part 92. 1fapplicable,
iii. If this contract contains over $100.000 of federal funds, the Provider shall comply
with all applicable atanderdo, orders, or regulations issued under section 306 of the
Clean Air Act, as amended (42 United States Coda (U.S.C.) 7401 m\ seq.), section 508
of the Federal Water Pollution Control Act, as amended (33 U3.C. 1251 et seq.),
Executive Order 11738. as amended and where applicable, and Environmental
Protection Agency regulations (40 CFR. Part 30). The Provider shall report any
violations of the above t0 the Department.
iv. No hadmrm| funds received in connection with this contract may be used by the
Provider, or agent acting for the Providgr. Or subcontractor to influence |e0ig|aUOn or
appropriations pending before the Congress or any State legislature. If this contract
contains federal funding in excess of $100.000. the Provider must, prior to contract
axecution, complete the Certification Regarding Lobbying form, Attmchment _______,
2O14 Emergency Solutions Grant 66
If Disclosure of Lobbying Activities form, Standard Form LLL is required, it may be
obtained fronn the contract manager. All disclosure forms os required by the Certification
Regarding Lobbying form rnuSL be completed and returned to the ooDh@Ct m8nege,,
prior to payment under this contract.
v. If this contract contains federal funds and provides services to children up to age 18.
the Provider shall comply with the Pro-Children Act of 1894 /20 U.S.C. 6081\. Failure to
comply with the provisions of the |evv may result in the imposition of a civil monetary
penalty of up to $1,000 for each violation or the imposition of an administrative
compliance order on the responsible entity, or both.
vi. Unauthorized aliens shall not be employed. The Department shall consider the
employment of unauthorized aliens a violation of section 274A(e) of the Immigration and
Nationality Act (8 U.S.C. 1324 a) and section 101 of the Immigration Reform and Control
Act of 1988. Such violation aho!| be cause for unilateral cancellation of this contract by
the Department. The Provider and its subcontractors will enroll in and use the e-Verify
system established by the U.S. Department of Homeland Security to verify the
employment eligibility of its employees and its subcontractors' employees performing
under this contract.
u. Civil Rights Requirements. In accordance with TiURV|| of the Civil Rights Act of 1884.
the Americans with Disabilities Act of 1990. or the Florida Civil Rights Act Of 1992. as
applicable the Provider shall not discriminate against any employee (or applicant for
employment) in the performance of this contract because of race, oo|or, re|iUion, sex,
national or|gin, disability, age. Or marital status. Further, the Provider agrees not to
discriminate against any app|ioent, dient, or employee in service delivery or benefits in
connection with any of its programs and activities in accordance with 45 CFF< Ports 80. 83,
84, SU, and 81, Tide V|| of the Civil Rights Ant of 1964, or the Florida Civil Rights Act of
1992. as applicable and CFC}P 60-16. These requirements shall apply to all oontroctOrs.
SubC0ntraoturs, subgranteesVr others with vvhonn it arranges to provide services or benefits
to clients or employees in connection with its programs and activities, The Provider shall
complete the Civil Rights Compliance Checklist, CF Form 946 in accordance with 45 CFR
Part 80 and CF(]P 60-15 . This is required of all Providers that have fifteen (15) or more
employees.
C. Use of Funds for Lobbying Prohibited. The Provider shall comply with the provisions
of sections 11.062 and 218.347. F.G., which prohibit the expenditure Of contract funds for
the purpose of lobbying the Legislature,judicialbranch, ora state agency.
^, Public Entity Crime and Discriminatory Contractors Pursuant to sections 287.133
and 287.134. F.S., the following restrictions are placed On the ability of persons placed on
the convicted vendor list or the discriminatory vendor list. When a person or affiliate has
been placed on the convicted vendor list following o conviction for public entity crime, or
an entity 0raffiliate has been placed on the discriminatory vendor list, such parSon, entity or
affiliate may not submit a bid. pnDpO8a|. or reply on a contract to provide any goods or
services to a public entity; may not submit a b|d, propoea|, or reply on a contract with o
public entity for the construction Or the repair Of a public building or public work; may not
submit bids, proposals, Or replies on leases of real property to a public entity; may not be
awarded or perform work as a uontnaotor, supp|ier, subcontnsntor, or consultant under m
contract with any public entity; and may not transact business with any public entity;
provided, however, that the prohibition on persons or affiliates placed on the convicted
vendor shall be limited to business in excess of the threshold amount provided in section
287.017. F.S.. for CATEGORY TWO fora period of thirty-six (36) months from the date of
being placed on the convicted vendor list.
*. Health Insurance Portability and Accountability Act. The Provider sha||, where
app|ioab|e, comply with the Health Insurance Portability and Accountability Act (42 U. S. C�
ZOl4 Emergency Solutions Grant 67
1320d.\ as well as all regulations promulgated thereunder (45 CFFl Parts 180. 182. and
1O4).
f. Whistle-blower's Act Requirements. In accordance with subsection 112.3187C2\.
F.S., the Provider and its subcontractors shall not retaliate against an employee for reporting
violations of law, ru|e, or regulation that cnoeb*s substantial and specific danger to the
public's haa|th, saheb/, or welfare to an appropriate agency. Furthermore, agencies or
independent contractors shall not retaliate against any person who discloses information to
an appropriate agency alleging improper use of governmental office, gross vvmote of funds,
or any other abuse or gross neglect ofduty on the pod of an agency, public officer, or
employee. The Provider and any subcontractor shall inform its employees that they and
other persons may 0e a complaint with the Office of Chief Inspector G*nmna|. Agency
Inspector General, the Florida Commission on Human Relations or the Whistle-blower's
Hotline number gt1-8OO-543-5353.
o, Support tm the Deaf mrNamd~mfHearing
i. The Provider and its subcont:achors, where direct services are provided, shall comply
with section 504 of the Rehabilitation Act of 1973, 28 U.&C. 784, as innp|enOeO1ad by 45
C.F.R. Port84 (hereinafter referred to as Section 504). the Americans with Disabilities
Act of19gO. 42U.S.C. 12131. as implemented by28C.F.R. Part 35 (hereinafter referred
to as ADA)' and CFDP 60-10. Chapter 4. entitled "Auxiliary Aids and Services for
Customers or Companions who are Deaf or Hard ofHemring."
ii. If the Provider or any of its subcontractors employs fifteen (15) Vrmore employees,
the Provider shall designate a Single Point nfContact (one perfirm> to ensure effective
communication with customers or companions who are deaf or hard of hmering, in
accordance with Section 504 of the ADA, and CF{}P 50-10. Chapber4. The Provider's
Single Point Of Contact and that of its Subcontractors will process the compliance data
into the Department's HHS Compliance reporting Database at
. by the 51h working day of the
month, covering the previous month's reporting, and forward confirmation of submission
to the contract manager. The name and contact information for the Provider's Single
Point of Contact aho|| be furnished to the Department's grant or contract manager within
fourteen (14) calendar days of the effective date of this requirement.
|/i. The Provider shall contractually require that its subcontractors comply with Section
5O4. the ADA. and CF{]PGO-1O, Chapter 4. A Single Point of Contact shall berequired
for each subcontractor that employs fifteen (15) Vrmore employees. This Single Point of
Contact will ensure effective communication with customers or companions who are
deaf or hard of hearing in accordance with Section 504 and the A[}A and coordinate
activities and reports with the Provider's Single Point ofContact.
iv. The Single Point Of Contact shall ensure that employees are aware of the
requirements, roles and ramponaibi|iUes, and contact points associated with compliance
with Section 504. the A[>A. and CF[}P 80-10. Chapter 4. Further, employees of
providers and its subcontractors with fifteen (15) or more employees shall attest in
writing that they are familiar with the requirements of Section 504. the ADA. and CF{}P
60-10. Chapter4. This attestation shall be maintained in the employee's personnel file.
v. The Provider's Single Point of Contact will ensure that conspicuous Notices which
provide information about the availability of appropriate auxiliary aids and services at no-
cost to the customers or companions who are deaf or hard of hearing are posted near
where people enter orare admitted within the agent locations. Such Notices must be
posted immediately by providers and subcontractors. The approved Notices can be
downloaded through the Internet at: http://vvw/w.dof.state.O.us/adnnin/ig/civi|riOhts.shtnn|
28I4 Emergency Solutions Grant 68
vi. The Provider and its subcontractors shall document the customer's or companion's
preferred method of communication and any requested auxiliary aids/services provided
in the customer's record. Documentation, with supporting justification, must also be
made if any request was not honored or was denied. The Provider shall distribute the
Customer Feedback form to customer or companion for completion and submission to
the Department of Children and Families Office of Civil Rights.
vii. If the customer or companion is referred to other agencies, the Provider must ensure
that the receiving agency is notified of the customer's or companion's preferred method
of communication and any auxiliary aids/service needs.
The Department requires each contract/subcontract provider agency's direct service
employees to complete the online training: Serving our Customers who are Deaf or Hard of
Hearing, (as requested of all Department employees) and sign the Attestation of
Understanding. Direct service employees will also print their certificate of completion,
attach it to their Attestation of Understanding, and maintain them in their personnel file.
By signing this contract, the parties agree that they have read and agree to the entire
contract, as described in Section 4.
IN WITNESS THEREOF, the parties hereto have caused this_ page contract to be
executed by their undersigned officials as duly authorized.
STATE AGENCY 29 DIGIT FLAIR CODE:
Federal Tax ID #(or SSN): Provider Fiscal Year Ending Date:
PROVIDER: FLORIDA DEPARTMENT OF CHILDREN AND
FAMILIES
Signatur Signatur
e: e: ---
Print/Typ Print/Ty
e pe
Name: Name:
Title: Title:
Date: Date:
2014 Emergency Solutions Grant 69