Emergency Food & Shelter Program
Holland/Allegan, Ottawa Counties
Local Board: 456100
REQUEST FOR PROPOSAL – Phase 34
Spending Dates –June 1, 2017 thru March 31, 2018
GENERAL INFORMATION FOR PROSPECTIVE APPLICANTS
Carefully review this entire Request for Proposal (RFP) before deciding whether to apply for funding under this program. There are strict eligibility of costs and reporting requirements that must be adhered to by any organization receiving funds under this program. Training will be provided upon request for new applicants and agencies having questions about reporting procedures.
Allegan and Ottawa Counties may be awarded funds for the grant period ending March 31, 2018 (Phase 34). Please base calculations for requested fundson the period between June 1, 2017 through March 31, 2018.
New applicants may be required to undergo a site visit by a representative committee of the Allegan/Ottawa Counties Emergency Food & Shelter Board as part of the requirement to be considered for funding.
IMPORTANT:ALL APPLICANTS ARE REQUIRED TO HAVE A REPRESENTATIVE OF THEIR ORGANIZATION ATTEND THE ALLOCATION MEETING. At this meeting, agencies will be notified of their award (if any) for the current Emergency Food & Shelter Phase. The date for meeting is Friday, July7th, 2017starting at 10:00 am at the Holland Rescue Mission’s Administrative Offices (661 E. 24th St. Holland, 49423).
One (1) PDF copy emailed to Liz DeLaLuz, Board Chair to below email address below. One (1) original copy mailed or hand delivered to Board Chair at address below. Applications are dueNO LATER THAN12:00 pm Monday, July 3, 2017:
Liz DeLaLuz, EFSP Board Chair
C/O Greater Ottawa County United Way
P.O. Box 1349
Holland, MI 49422-1349
(616) 396-7811 ext. 205
PROPOSALS RECEIVED AFTER THE ABOVE DATE AND TIME WILL NOT BE GIVEN CONSIDERATION. Please do not fax copies of the application
Please address any questions regarding this application process by email only to Liz DeLaLuz at the above email address.
Emergency Food & Shelter Program
Holland/Allegan, Ottawa Counties
Local Board: 456100
General Information
To be considered for funding, applying agencies must submit a complete response to this RFP, using the format provided. Emphasis should be on completeness and clarity of content. For an organization to be eligible for funding, it must meet criteria and agree to abide by the terms and conditions of the Emergency Food and Shelter Program.
1.1.No client who receives services which are paid for with EFSP funds may be charged a fee for those services. For instance, mass shelter providers receiving per diem of funding for direct expenses may not charge their shelter clients or individuals receiving rent/mortgage assistance, cannot be required to repay the late rent, mortgage, or first month’s rent payment. Clients assisted under EFSP must not be asked to pay in any way for services received.
2.3.EFSP funds are to be used to extend and supplement existing services and resources.
3.4.It has been the ongoing practice of this Local Board to not grant funds for Administrative purposes. However up to 2% of the total grant award will go to the agency that is serving as Chair of the local Board.
4.5.The Local Board has determined and will make the best efforts to distritube the funds accordingly, 60% of the total allocation will be given to agencies for services in OttawaCounty and 40% to agencies for services in AlleganCounty. Applicants may request funds to support services for both counties, but may serve any Ottawa or Allegan county resident with these funds. Grant recipients will be required to provide data on clients served, by county, in a monitoring process, and adjustment may be made to the grant award based on actual clients served.
5. If your agency has any outstanding compliance issues from any previous phase you will be ineligible to receive funding from this current or futurefunding phases.
FISCAL AGENT CONDUIT
Greater Ottawa County United Way and Allegan County United Way may act as fiscal agents/conduits for any agency within their county that does not have an adequate accounting system or who does not regularly conduct an annual audit. Agencies interested in this option should indicate so in a letter to the local EFSP Board, and attach it to this application.
APPEALS PROCESS
EFSP APPLICATION PAGE 1
Emergency Food & Shelter Program
Holland/Allegan, Ottawa Counties
Local Board: 456100
An appeals process has been established by the Local EFSP Board. Requests for appeal should be submitted to the Board chair within one week of the allocation meeting. The Local EFSP Board OR appointed executive team will then meet with those appealing and a final decision be made.
MONITORING
Each LRO will be assigned an Executive Committee member and LRO monitoring partner based on like services and/or geographic boundaries. Each LRO will be responsible to insure their partner’s compliance with the guidelines of EFSP Funds, as well as scheduling the monitoring sessions and informing their assigned parties. Original monitoring forms should be returned to the Local Board Chair following the monitoring process. The deadlines for the monitoring process will be discussed and communicated at a regularly scheduled Local Board Meeting.
ATTENDANCE POLICY
The Allegan/Ottawa County Local Board has adopted an “Attendance Policy” for agencies receiving EFSP funds. A representative of each agency that receives funds must attend the required two (2) meetings per phase, as decided by the Local Board.
DEADLINE POLICY
Each LRO is responsible to meet all established deadlines. Failure to meet these deadlines will eliminate the LRO from the next funding phase.
Overall Instructions
1 original application withoriginal signaturesmailed or hand delivered to Local Board Chair.
Refer to Eligible and Ineligible Costs sections.
Be concise in answers.
Remember that there are limited funds available. Be realistic in your requests also remembering that this source of funding should be considered as a third tier level of funding.
Funds must be expended for residents of Allegan and Ottawa counties ONLY.
Agencies will be funded based on their demonstrated ability to provide services identified, in the appropriate county/region. Agencies should not initiate new services or expand to another county in order to qualify for this funding.
Funding will be approved only for those agencies that have successful history of providing the services noted, unless documentation can be presented that no other resource exists for a particular service category or area.
All applicants must demonstrate an ability to cooperate with other agencies providing similar services. A plan must be in place to avoid duplication of services in a particular geographic area.
**APPLICATIONS DUE BY 12:00pm July3, 2017**
APPLICATION FOR PHASE 34FUNDING
June 1, 2017 through March 31, 2018
LRO#:
DUNS#:
ORGANIZATION:
ADDRESS:
EMAIL:
PHONE: OFFICE:
FAX:
CONTACT NAME:
PLEASE COMPLETE EACH SECTION FOR THE ACTIVITY FOR WHICH YOU ARE MAKING APPLICATION
I. FOOD
A. Method of providing assistance (DESCRIBE ALL: served meals, food pantry, bagged groceries)
B. Needs determination (brief description of how you screen clients to insure that they are in need of services)
C. Define the agency’s service area
- Provide a list of agencies that provide the same service in your area.
E. Please list sources and amounts of other funding for this program.
Served Meals (Per Diem rate allowed is currently $2.00 per meal.)
ALLEGANCOUNTY
Estimated number of meals to be servedTOTAL DOLLARS REQUESTED FOR MEALS / $
OTTAWACOUNTY
Estimated number of meals to be servedTOTAL DOLLARS REQUESTED FOR MEALS / $
Served Meals Total Request for both counties$______
Other Food (such as food pantry)
ALLEGANCOUNTY
Estimated number of families servedTOTAL DOLLARS REQUESTED FOR PANTRY / $
OTTAWACOUNTY
Estimated number of families servedTOTAL DOLLARS REQUESTED FOR PANTRY
Other Food Total Request for both counties$______
II. EMERGENCY/MASS SHELTER
The local Board has determined that priority will be given to proposals that provide shelter for persons beyond the first seven days of service. A maximum of thirty (30) days of shelter per person beyond the initial seven days will be funded under this RFP. The method of reimbursement for mass shelter providers will be on a per diem basis of $12.50 per person.
- Method of providing assistance (brief description of service, e.g. rooms within a facility, voucher with a motel, etc)
- Needs determination (brief description of how you screen your clientsto insure that they are in need of service)
- Define the agency’s service area
- Provide a list of agencies that provide the same service in your area.
E. Please list sources and amounts of other funding for this program.
Estimated Units of Service and Cost
ALLEGANCOUNTY
Estimated number of persons to be servedEstimated number of nights of shelter per person X
Per diem rate of $12.50 X
TOTAL DOLLARS FOR SHELTER / $
OTTAWA COUNTY
Estimated number of persons to be servedEstimated number of nights of shelter per person X
Per diem rate of $12.50 X
TOTAL DOLLARS FOR SHELTER
Emergency/Mass Shelter Total Request for both counties$______
RENT/MORTGAGE/UTILITY ASSISTANCE
A. Method of providing service (brief description of service, e.g. direct payment to landlord, bank, etc.)
B. Needs determination (brief description of how you screen clients to insure that they are in need of services)
C. Define agency’s geographic service area
D. Provide a list of agencies that provide the same service in your area.
- Please list sources and amounts of other funding for this program.
RENT/MORTGAGE
ALLEGANCOUNTY
Average amount of rent/mortgage payment / $Estimated number of payments to be made X
TOTAL REQUESTED / $
OTTAWACOUNTY
Average amount of rent/mortgage payment / $Estimated number of payments to be made X
TOTAL REQUESTED / $
Rent/Mortgage Total Request for both counties$______
ENERGY (such as utilities)
ALLEGANCOUNTY
Average amount of utility bill to be paid / $Estimated number of payments to be made X
TOTAL REQUESTED / $
OTTAWACOUNTY
Average amount of utility bill to be paid / $Estimated number of payments to be made X
TOTAL REQUESTED / $
Engery Total Request for both counties $______
IV. SUPPLIES AND EQUIPMENT/REPAIR (For mass shelter/feeding programs only)
List the consumable supplies, repair need and/or equipment for which you are requesting funds. Indicate whether these are to be used in a food or shelter program. Use this for purchase of small equipment not to exceed $300 per item or repair.
ALLEGANCOUNTY
Supply Items Requested / Estimated CostTOTAL SUPPLY REQUEST / $
OTTAWACOUNTY
Supply Items Requested / Estimated CostTOTAL SUPPLY REQUEST / $
Supplies & Equipment/Repair Total Request for both counties $______
V. ADMINISTRATIVE COSTS Justification for administrative costs(Explanation required)
$VI. TOTAL EFSP FUNDS REQUESTED
ALLEGANCOUNTY
Served MealsOther Food
Emergency/Mass Shelter
Rent/Mortgage
Energy
Supplies & Equipment
Administrative
ALLEGAN TOTAL REQUEST
OTTAWACOUNTY
Served MealsOther Food
Emergency/Mass Shelter
Rent/Mortgage
Energy
Supplies & Equipment
Administrative
OTTAWA TOTAL REQUEST
GRAND TOTAL (both counties)
______
EXECUTIVE DIRECTOR Date
For an organization to be eligible for funding, it must meet criteria and agree to abide by the terms and conditions of the Emergency Food and Shelter Program.
EFSP APPLICATION PAGE 1