CT BOS 2013 Coc Project Ranking and Selection Process

2013 CT BOS CoC Renewal Evaluation Criteria – Page 1

CT BOS 2013 CoC Project Ranking and Selection Process

Adopted 12/19/13

The CT Balance of State CoC Steering Committee adopted the following ranking and selection process for projects to be submitted for the 2013 HUD CoC competition. All aspects of the evaluation and ranking process were voted on and approved by the BOS Steering Committee. This document summarizes the ranking orderprocess and includes Renewal Evaluation Scoring Criteria and New Project Scoring Criteria.

Selection Order for Tier 1:

•Renewing PSH except new grants funded in 2012 - in order of program renewal evaluation score (see pages 2-4 for Renewal Evaluation Criteria and Scoring)

•Renewing Rapid Rehousing Program

•Newly Reallocated Projects - PSH for Chronically Homeless and Rapid Rehousing for Families in order of application score as determined by the Scoring Committee (see pages 5-9 for New Project Evaluation Criteria and Scoring)

•Planning Grant

•HMIS

•Renewing Transitional Housing Projects (that are not reallocating) at current funding levels in order of renewal evaluation score (see pages 2-4 for Renewal Evaluation Criteria and Scoring)

•Any 2012 PSH projects that do not need to go in Tier 2 because we have reached our 5% amount (see below -- highest ranked from 2012 application in Tier 1)

Selection Order for Tier 2:

•2012 PSH Projects in order of ranking from 2012 HUD applications (weaving New Haven and BOS projects one by one and starting with New Haven and based on 2012 rankings)

•New PSH created through Reallocation based on reductions to rental assistance projects with high rates of underspending – in order of renewal evaluation scores (see pages 2-4 for Renewal Evaluation Criteria and Scoring)

•Renewing PSH projects that do not adopt the BOS Housing First Principles in order of renewal evaluation scores (see pages 2-4 for Renewal Evaluation Criteria and Scoring)

•SSO Projects that do not reallocate in order of renewal evaluation scores(see pages 2-4 for Renewal Evaluation Criteria and Scoring)

2013 CT BOS CoC Renewal Evaluation Criteria and Scoring

Adopted 7/25/13 by the CT BOS Steering Committee

Renewal Evaluation Criteria / Benchmark/Standard / Points / Scoring / Data Source
PSH and TH:Occupancy/Average Unit Utilization Rate / 90% / 7 / 90% or > = 7
80 – 89% = 4
Below 80%=0 / APR
PSH Programs*: Length of stay 7 months or longer (for leavers)
*See page 3 for PSH with less than 2 leavers / 90% / 7 / 90% or > = 7 80-89% = 3
Below 80%=0 / APR
TH Programs: Exits to Permanent Housing / 85% / 7 / 85% or > = 7
75-84% = 5
Below 75%=0 / APR
SSO Programs: Exits to Permanent Housing / 65% / 11 / 65% or > = 11
50-64% = 6
Below 50%=0 / APR
Health Insurance for Leavers (Includes Medicaid, SAGA, Veterans Health Care, Private Insurance, etc) / 60% / 6 / 60% or > = 6
50-59% = 5
40-49% = 4
Below 40% = 0 / APR
Food Stamps for Leavers / 60% / 7 / 60% or > = 7 45-59% = 4
Below 45% = 0 / APR
PSH Programs: Employment Income for Leavers / 25% / 7 / 25% or > = 7
20-24% = 4
Below 20% = 0 / APR
TH Programs: Employment Income for Leavers / 40% / 7 / 40% or > = 7
20-39% = 4
Below 20% = 0 / APR
SSO Programs: Employment Income for Leavers / 20% / 10 / 20% or > = 10
10-19% = 5
Below 10% = 0 / APR
Income Amounts Maintained or Increased for Leavers / 85% / 7 / 85% or >=7
70-84% = 3
Below 70%=0 / APR
Leavers who exit to shelter, streets or unknown / 10% or less / 7 / 10% or < = 7
11-20% = 3
Over 20% = 0 / APR
Leavers with Non Cash Financial Resources / 80% or > / 7 / 80% or > = 7
70-79% = 3
Below 70% = 0 / APR
Subtotal Performance / 55
Consumer Satisfaction Response Rate / 35% response rate / 5 / 35%=5
20-34%=2
Below 20%=0 / Cons.
Survey
Consumer Satisfaction Results / 50 possible points / 10 / Proportional/ %age / Cons.
Survey
Subtotal Consumer Satisfaction / 15

Spending – drawing down funds regularly

/ Drawdown quarterly / 5 / W/in 90 days = 5
More than 90 days = 0 / Provider LOCCS Report

Spending all grant funds awarded for last full year of operation

/ Spending 100% of grant award / 5 / 90% or > spent =5
80-89% spent = 3
less than 80%=0 / APR

Monitoring – HUD Findings

/ No findings or findings addressed in Corrective Action Plan submitted to HUD / 5 / No findings=5
Findings with CAP submitted to HUD=3
No CA plan submitted to HUD=0 / Provider Report
Subtotal HUD Compliance / 15
Criteria / Standard / Points / Scoring / Data Source
HMIS - % of Universal Data Elements (UDEs) with No or Null Values in HMIS / <10% / 10 / Minus 10 points for ANY UDE with null values 10% or > / APR
Secure location for equipment / Yes / 1 / All or none / Provider
Locking screen savers / Yes / 1 / All or none / Provider

Virus protection with auto updates

/ Yes / 1 / All or none / Provider
Complies with HMIS P&P Manual / Yes / 1 / All or none / Provider

Individual or network fire walls

/ Yes / 1 / All or none / Provider
Subtotal HMIS / 15
Total / 100
Penalty for Lateness on APR, Exhibit 1 Info or Consumer Satisfaction. Applied 10 pts per deadline missed / 10

Criteria and Corrective Action:

Each year a threshold score is established by the CT BOS Steering Committee.

Projects scoring below the threshold must submit a corrective action plan and are ineligible to apply for new funds through the CoC in the year they are in corrective action.
Projects with two consecutive years of “Corrective Action” status may be at risk of losing these funds per review and recommendation of the BOS Steering Committee.

Renewal Evaluation Performance Standards for Stayers*

*To Be Applied to PSH Programs that had less than 2 people exit. All other standards for these programs remain the same.

Criteria / Standard / Points / Scoring / Data Source
Occupancy/Average Unit Utilization Rate / 90% / 7 / 90% or > = 7
80 – 89% = 3
Below 80%=0 / APR
Health Insurance for Stayers (Includes Medicaid, SAGA, Veterans Health Care, Private Insurance, etc) / 50% / 8 / 50% or > = 8
40-49% = 6
30-39% = 4
Below 30% = 0 / APR
Food Stamps for Stayers / 60% / 10 / 60% or > = 10
45-59% = 6
Below 45% = 0 / APR
Employment Income for Stayers / 20% / 10 / 20% or > = 10
15-19% = 5
Below 15% = 0 / APR
Income Amounts Maintained or Increased for Stayers / 80% / 10 / 80% or >=10
70-79% = 6
Below 70%=0 / APR
Stayers with Non Cash Financial Resources / 80% or > / 10 / 80% or > = 10
70-79% = 6
Below 70% = 0 / APR
Subtotal Performance / 55

2013CT BOS CoC New Project Scoring Sheet - Page 1

2013 CT BOS

Scoring Sheet for New Project Applications

Name of Project & Sponsor:

Reviewer’s Name (please print):

SECTION I. Threshold Review:

Purpose: to determine whether applicant meets basic eligibility requirements for funding. Projects that do not meet all of thethreshold criteria outlined below will not be further reviewed by the CoC.

Threshold Review Criteria:

Eligible projects/populations for the Reallocation Funds
All projects must be for new Permanent Supportive Housing serving exclusively chronically homeless singles and/or families OR new rapid re-housing serving exclusively homeless households with children living on the streets or in emergency shelter.
Projects must be for 1 year terms and can request funds for operating, leasing, rental assistance and/or supportive services.
No more than 7% of the program expense budget can be for administrative costs
All projects must be able to meet the following threshold requirements as:
Project applicants and subrecipients must meet eligibility requirements as described in the CoC program interim rule (i.e., only nonprofit organizations, States, local governments, and instrumentalities of State or local governments are eligible to apply) and be able to provide evidence of eligibility (e.g., nonprofit documentation)
Project applicants and subrecipients must demonstrate the financial and management capacity and experience to carry out the project and administer federal funds (e.g., by demonstrating experience with similar projects and with successful administration of other federal funds.)
The population served must meet program eligibility requirements, including:
For PSH projects, all households must have a qualifying HUD disability and be chronically homeless (see Section VI: Definitions)
For RRH projects, all participants must be families with children living on the streets or in emergency shelter

Projects must be cost effective (i.e., not deviating substantially from the norm in that locale for the type of structure or kind of activity).
Project applicants must agree to participate in HMIS or be excluded from participation under domestic violence provisions.
Projects must administer their programs in the most integrated setting appropriate to the needs of qualified homeless people with disabilities (i.e., enabling participants to interact with others without disabilities to the fullest extent possible).

Eligible localities: Projects must be located within the CoCs geographic area.
Match and Leveraging:Applications must meet HUD’s cash match requirements as defined in the CoC Program Interim Rule (i.e., the recipient or subrecipient must match all grant funds, except for leasing funds, with no less than 25% of funds or in-kind contributions from other sources). In addition, applications must have at least 150%of the amount of the HUD funding request in leveraging.
PIT Count: Projects must agree to participate in the annual PIT count.

SECTION II: Quality Threshold Requirements:

Please assign each application one point for each criterion met and zero points for each criterion not met:

Does the type, scale, and location of the housing fit the needs of the program participants?

______of 1

Does the type, scale, and location of the supportive services and mode of transportation to those services fit the needs of the program participants?

______of 1

Does the specific plan for ensuring program participants will be individually assisted to obtain benefits of the mainstream health, social, and employment programs for which they are eligible meetthe needs of the program participants?

______of 1

Does the application indicate that program participants are assisted to obtain and remain in permanent housing in a manner that fits their needs?

______of 1

Do at least 75% of proposed program participants come from the street or other location not meant for human habitation, emergency shelters, or safe havens?

______of 1

Are amenities (e.g., grocery stores, pharmacies, etc.) accessible in the community?

______of 1

Total Points Earned – Project Quality Threshold:

______of 6

Projects that do not score a minimum of 5 points on Project Quality Threshold will not be further reviewed by the CoC.

SECTION III: BONUS POINTS

Bonus points will be awarded for projects that effectively leverage mainstream housing resources (such as NSP, HOME, VASH, state funds, LIHTC, Housing Choice Vouchers, etc).

SECTION IV: SCORES SUMMARY from Project Quality Review (see pages 7-8):

Applicant Experience: of 20
Project Quality: of 25
Outreach to Eligible Applicants: of 10
Timeliness: of 10
Cost/Leveraging: of 15
Accuracy of Budgets/Charts of 20
Bonus points______of 10

SUB-TOTAL: of 100

TOTAL: ______of 110

Project Quality Review:

Applicant/Sponsor History and Experience (20 Points)

Applicant’s prior experience in serving homeless people and in providing housing similar to that proposed in the application. (10 points)

Satisfactory experience with prior HUD grants and other public contracts, including satisfactory drawdowns and performance for existing grants as evidenced by timely reimbursement of subrecipients (if applicable), regular drawdowns, timely resolution of monitoring findings, and timely submission of APRs on existing grants. (10 points)

Score:

Comments:

2. Quality of the Proposed Program (25 Points)

Extent to which the applicant: (15 points)

Demonstrates an understanding of the needs of the people to be served

Proposes an appropriate mix of people to be served through the program

Shows a clear relationship between the type of housing provided and needs of the population to be served

Shows a clear relationship between the type of supportive services provided and needs of the population to be served

Establishes performance measures for housing and income that are measurable, objective and meet or exceed any established HUD, HEARTH or CoC benchmarks.

Complies with the requirement under the Education subtitle of the McKinney Vento act

Questions to consider:

Do the type and scale of the housing fit the needs of the people to be served?
Do the type and scale of the services fit the needs of the people to be served?
Does the proposed housing ensure the safety of the people to be served?
Are transportation and community amenities available and accessible?
Are the services designed principally to help participants achieve self-sufficiency rather than meet emergency needs?
Are the services designed to help participants to obtain benefits of the mainstream health, social, and employment programs for which they are eligible?
Are families being connected with educational services immediately upon entry to the program? Does the agency have staff dedicated to ensuring children are enrolled in school and receiving needed educational services?

Extent to which the applicant provides a sound plan to ensure that homeless people will be assisted to both OBTAIN and REMAIN in permanent housing. (5 points)
Extent to which there is a sound plan to ensure that participants will be assisted both to increase their INCOMES and to maximize their ability to LIVE INDEPENDENTLY. (5 points)

Score:

Comments:

3. Outreach to Eligible Applicants (10 points)

Extent to which the applicant identifies specific and appropriate programs (street outreach and shelters) from which it obtains referrals of potential eligible program participants that will ensure the project operates at full capacity and that eligible persons are served (coming from the streets or shelter for all programs, must also be chronically homeless for PSH).

Score:

Comments:

4. Timeliness (10 points)

Ability to lease-up in a timely manner and extent of experience in working with landlords or realtors to identify and lease units.

Score:

Comments:

5. Cost-Effectiveness and Leveraging (15 points total)

Extent to which applicant has demonstrated commitments for required matching funds. Extent to which applicant has written commitments for leveraged funds that total at least 150% of the HUD grant request. Extent to which the applicant exceeds these required commitments. (7.5 points)
Soundness and cost-effectiveness of the proposed budget in relation to the housing and services to be provided, people to be served and complexity of their needs. (Costs for operating should be consistent with Fair Market Rents and supportive services costs per person should be reasonable. Project applicants must demonstrate that they are not replacing other funding sources) (7.5 points)

Score:

Comments:

6. Accuracy of Budgets and Charts (20 points total)

Accuracy of budget documents (10 points)
Accuracy of bed/participant charts (10 points)

Score:

Comments:

7. Bonus points:

Effectively leverage mainstream housing resources (10 points, no partial points)

Score:

Comments:

SECTION V: DEFINITIONS

Chronically homeless:

(1) An individual who:

(i) Is homeless and lives in a place not meant for human habitation, a safe haven, or in an emergency shelter; and

(ii) Has been homeless and living or residing in a place not meant for human habitation, a safe haven, or in an emergency shelter continuously for at least one year or on at least four separate occasions in the last 3 years; and

(iii) Can be diagnosed with one or more of the following conditions: substance use disorder, serious mental illness, developmental disability (as defined in section 102 of the Developmental Disabilities Assistance Bill of Rights Act of 2000 (42 U.S.C. 15002)), post-traumatic stress disorder, cognitive impairments resulting from brain injury, or

chronic physical illness or disability;

(2) An individual who has been residing in an institutional care facility, including a jail, substance abuse or mental health treatment facility, hospital, or other similar facility, for fewer than 90 days and met all of the criteria in paragraph (1) of this definition, before entering that facility; or

(3) A family with an adult head of household (or if there is no adult in the family, a minor head of household) who meets all of the criteria in paragraph (1) of this definition, including a family whose composition has fluctuated while the head of household has been homeless.

Disability

A Physical, Mental or Emotional Impairment, including impairment caused by alcohol or drug abuse, post-traumatic stress disorder, or brain injury that Is expected to be long-continuing or of indefinite duration, substantially impedes the individual’s ability to live independently, and could be improved by the provision of more suitable housing conditions and

Developmental Disability Defined in §102 of the Developmental Disabilities Assistance and Bill of Rights Act of 2000 (42 USC 15002). Means a severe, chronic disability that Is attributable to a mental or physical impairment or combination AND Is manifested before age 22 AND Is likely to continue indefinitely AND reflects need for a combination and sequence of special, interdisciplinary, or generic services, individualized supports, or other forms of assistance that are of lifelong or extended duration and are individually planned and coordinated. An individual may be considered to have a developmental disability without meeting three or more of the criteria listed previously, if Individual is 9 years old or younger AND has a substantial developmental delay or specific congenital or acquired condition AND without services and supports, has a high probability of meeting those criteria later in life.

HIV/AIDS Criteria Includes the disease of acquired immunodeficiency syndrome (AIDS) or any conditions arising from the etiologic agent for acquired immunodeficiency syndrome, including infection with the human immunodeficiency virus (HIV).