2025-2026_HOPWA_RFP.pdf

CITY OF NEWARK

DEPARTMENT OF HEALTH AND COMMUNITY WELLNESS

OFFICE OF HOMELESS SERVICES

HOUSING OPPORTUNITIES FOR PERSONS WITH HIV/AIDS (HOPWA)

REQUEST FOR PROPOSALS

PROGRAM YEAR 2025-2026

TO IMPLEMENT ELIGIBLE ACTIVITIES PURSUANT TO THE REGULATIONS OF

THE U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT THAT

PRINCIPALLY BENEFIT LOW AND MODERATE-INCOME NEWARK RESIDENTS OR CONTRIBUTE

TO THE PREVENTION AND ELIMINATION OF SLUMS AND BLIGHT.

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR BEFORE THE TIME

AND DATE SPECIFIED IN THE INSTRUCTIONS IS SOLELY AND COMPLETELY THAT OF THE

PROPOSER. THE CITY OF NEWARK, DEPARTMENT OF ADMINISTRATION WILL IN NO WAY BE

RESPONSIBLE FOR DELAYS OR LOSSES CAUSED BY THE U.S. POSTAL SERVICE OR ANY

OTHER OCCURRENCE.

*This HOPWA RFP will also be used to solicit proposals for the reprogramming of any prior year funds.

City of Newark

PY 2025-2026 HOPWA APPLICATION

CITY OF NEWARK – REQUEST FOR PROPOSALS

PY 2025-2026 HUD ENTITLEMENT PROGRAMS

HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS (HOPWA)

The City of Newark, Department of Health and Community Wellness, Office of Homeless Services (OHS) is now accepting proposals from nonprofit organizations and governmental housing agencies in the Newark Eligible Metropolitan Statistical Area (NEMSA), which includes Essex, Morris, Union, Sussex, Somerset and Hunterdon Counties in New Jersey and Pike County, Pennsylvania for inclusion in the City’s 2025-2026 HUD Entitlement Programs. The Request for Proposals (RFP) process will commence on Wednesday, October 15, 2025, and end on Thursday, November 6, 2025. Proposals MUST be submitted via the City’s electronic procurement system, OpenGov no later than Thursday, November 6, 2025 at 10:30 a.m.

Processing of Proposals

The City of Newark, Department of Health and Community Wellness, Office of Homeless Services is the intake office for all proposal submissions. OHS determines whether a proposal is eligible for Housing Opportunities for Persons with HIV/AIDS (HOPWA) funding and meets national program objectives under federal regulations. OHS convenes a review committee to evaluate eligible proposals for federal and local program priorities, quality, and cost effectiveness.

The highest rated proposals will be considered and funded under the 2025 HUD entitlement awards. The 2025 Annual Action Plan is currently available for review. This RFP solicits proposals from organizations to deliver projects, services, or activities that are consistent with the HOPWA priorities and objectives identified in the City of Newark’s 2025 Annual Action Plan.

Program Overview

The Housing Opportunities for Persons with HIV/AIDS program is authorized by the AIDS Housing Opportunity Act (42 USC 12901) as amended by the 1992 Housing and Community Development Act. This program is designed “to provide resources and incentives to devise long-term comprehensive strategies for meeting the housing needs of low-income persons with Acquired Immunodeficiency Syndrome (AIDS) or related diseases and their families.”

The City of Newark (hereinafter referred to as the Grantee), has been officially notified by the U.S.

Department of Housing and Urban Development (HUD) of a formula grant allocation under the Housing Opportunities for Persons with AIDS (HOPWA) program for program year 2025-2026. As the most populated city in the NEMSA, the City of Newark is responsible for making application for the use of funds and coordinating activities with other NEMSA jurisdictions and HIV/AIDS organizations. The purpose of this RFP is to solicit proposals for consideration in the planned use of these funds that will address the urgent housing needs of low-income persons and their families with HIV/AIDS who are homeless or at high risk of becoming homeless.

Grant awards are made by (1) formula allocations to states and metropolitan areas with the largest number of HIV cases and incidence of AIDS and (2) competitive selection of projects proposed by state and local governments and nonprofit organizations. Grantees are encouraged to develop community-wide comprehensive strategies and to form partnerships with area nonprofit organizations to provide housing assistance and related services for eligible persons.

The City of Newark will enter into a contract as the grantee with the prospective sub-recipient to carry out housing assistance services that are designed to: prevent homelessness by providing long-term rental assistance. The period of performance for contracts awarded through this solicitation is January 1, 2026 through December 31, 2026.

24 CFR 574.120 It is the City of Newark’s responsibility to ensure that the HOPWA program serves the entire NEMSA. To the extent practicable, the City will seek to ensure that the HOPWA resources are fairly allocated across the NEMSA based on actual incidence of eligible persons living with

HIV/AIDS.

Grantee Options

As grantee, the City of Newark at its sole and absolute discretion may reject any and all proposals in part or entirety, re-advertise this RFP, postpone or cancel at any time this RFP process, or waive any irregularities in this RFP or in the proposals received as a result of this RFP. The submission of an application will be considered by the City of Newark as constituting a firm offer by the proposer to perform the required services at the stated fees. No modifications to a proposal will be permitted after the proposal has been submitted to the City of Newark. All expenses associated with the preparation and submission of proposals shall be borne by the proposer.

Level of Effort & Funding

All services requested in the RFP are on an “as needed” basis, and the dollar values referred to in no way constitute a guarantee of the level in this effort that may be requested of the selected proposer or guarantee a certain dollar amount to the proposer. Those selected to be sub-recipients must invoice the City of Newark for each individual service for which a contract is awarded, on a monthly basis, on or before the 15th day of each month following the month in which services are delivered. Reimbursement shall be on the basis of unit cost, fee for service or line item budget for all services and shall include monthly reports of service utilization data. If a sub-recipient is not spending at a rate, based on average monthly reimbursements, that indicates it will expend its full allocation within the contract period, the City of Newark reserves the right to reduce the dollar amount awarded to the sub-recipient for any category of service accordingly.

NOTE: The City of Newark reserves the right to increase or decrease funding based on a Sub-recipient’s rate of spending or lack thereof as delineated in their contract.

Special Notice for FY 2025 Funding

To continue to increase efficiency during the 2025 HOPWA Program Year, the City of Newark anticipates consolidating activities such as Long-Term Tenant Based Rental Assistance into a smaller number of sub-recipients and will only fund agencies providing direct services in-house.

Project based rental assistance under long term rental assistance as well as transitional housing under short term rental assistance, have also been eliminated.

Eligible Applicants

The only organizations that are eligible to apply as HOPWA sub-recipients (Project Sponsors) [24 CFR 574.3] are nonprofit organizations and governmental housing agencies. For the purposes of the HOPWA program, a nonprofit organization is defined as:

Any nonprofit organization (including a State or locally chartered, nonprofit organization) that:

1) Is organized under state or local laws;

2) Has no part of its net earnings inuring to the benefit of any member, founder, contributor, or individual;

3) Has a functioning accounting system that is operated in accordance with generally accepted accounting principles, or has designated an entity that will maintain such an accounting system; and

4) Has among its purposes significant activities related to providing services or housing to persons with Acquired Immunodeficiency Syndrome or related diseases.

Applications from any entity other than a nonprofit organization or governmental housing agency will not be considered for funding.

Eligible Persons

Persons who live within the NEMSA are eligible for HOPWA services. They include:

1) Persons who have Acquired Immunodeficiency Syndrome (AIDS) or related diseases, including infection with the Human Immunodeficiency Syndrome (HIV) virus, and who are homeless or at high risk of becoming homeless

a. To be certain that these resources are targeted toward the homeless or those at risk of homelessness, persons served through the Newark HOPWA program must meet the definition of ‘at risk of homelessness’ or ‘homeless’ found at 24 CFR

576.2 under the Emergency Solutions Grants program;

2) A person with HIV/AIDS or related diseases and their family members are eligible to receive housing assistance if they reside within the same household;

3) Eligible persons shall be provided with housing assistance only in localities within the

NEMSA that have a HUD-approved Comprehensive Housing Strategy (CHAS) and the sub-recipient has provided a certification of consistency with the same; and

4) Any person living in proximity to a community residence is eligible to participate in that residence's community outreach and educational activities regarding AIDS or related diseases, as provided in § 574.300(b)(9)

Eligible Services

SUPPORT SERVICES HAVE BEEN ELIMINATED FROM THE LIST OF ELIGIBLE SERVICES. Among the services that are NOT eligible for funding through this grant are: housing placement services, security deposits, moving/storage assistance, utility deposits, food/nutrition, and travel.

Requests for these and related services will not be considered.

1. Tenant based (long-term) rental assistance Maximum monthly assistance for an eligible person may not exceed the difference between HUD approved subsidy standards and the eligible person’s required rent payment. The rents shall be established by the sub-recipient and shall not be more than the lesser of the published Section 8 fair market rent rates (FMR) for jurisdictions within the NEMSA or the reasonable rent. Funds will be paid directly to the property owner, not the client. (*Reimbursements shall be paid on line-by-line item.)

2. Operating cost for facility-based housing for agencies providing housing and transitional housing including maintenance, security, insurance, utilities, furnishings, equipment, supplies, and other incidental costs.

3. Administrative Expenses are allowed up to 7% of the amounts received (total program allocation) by the sub-recipient for its own administrative cost relating to carrying out the eligible activities under its HOPWA grant. Please note that 7% is the total administrative costs allowable for sub-recipients. If a proposer anticipates using other organizations as sub-grantees, the total administrative costs cannot exceed 7% of the total funding to the sub-recipient.

Additional considerations for applicants applying for long term tenant based rental assistance:

1. Eligible applicants seeking to provide long term tenant based rental assistance are responsible for providing housing assistance to the number of program beneficiaries indicated in their grant agreement with the City of Newark. This responsibility to provide assistance will remain in effect irrespective of delays in receiving funding. Eligible HOPWA program participants cannot be denied housing assistance due to cash flow or other program financing issues. HOPWA sub-recipients providing rental assistance will enter into rental assistance agreements with property owners that will require the sponsors to be responsible for their share of the rent for the duration of the assisted household’s occupancy.

2. All applicants seeking to provide rental assistance must:

a. Enter into a rental assistance agreement with the owner of the real property being leased.

i. The agreement must provide that the owner must give the rental assistance provider a copy of any notice to vacate the housing unit or any complaint used to commence an eviction action against the program participant.

The rental assistance provider is solely responsible for making timely payments to property owners. Pursuant to the rental assistance agreement, property owners who participate in the HOPWA rental assistance program are NOT permitted to charge any late fees or penalties. No HOPWA funds may be used to cover any payments other than for rent and utilities.

Property owners must maintain assisted housing in conformity with housing quality standards found at: 24 CFR 574.310(b)

ii. The rental assistance agreement must terminate and no further payments made under the agreement if:

1. The program participant moves out of the unit.

2. The lease terminates and is not renewed.

3. The program participant becomes ineligible to participate in HOPWA.

iii. The agreement must specify the amount of payment to be made by the assisted tenant and the amount paid by the rental assistance provider.

Upon recertification of the program participant, the sub-recipient will promptly notify the property owner of any changes in the amount of rental assistance provided.

b. Sub-recipients must enter into rental assistance agreements with program participants. The agreements must:

i. Indicate the amount of subsidy to be provided and the participant’s required rental payment.

ii. Require the participant to promptly notify the sub-recipient of any changes in income.

iii. Prohibit the addition of any persons to the households (except for birth, adoption, or court ordered custody) without the advance approval of the sub-recipient.

iv. Require that the assisted unit be the sole residence of the participant and prohibit any sub-leasing.

v. Require that participant maintains the dwelling unit in a safe and sanitary manner and fulfills all other requirements of the lease.

vi. Requires that participant will promptly notify the sub-recipient if landlord commences eviction or other adverse action.

vii. Indicate that sub-recipient may only terminate assistance to program participants in accordance with 24 CFR 574.310(e)(2). Written notice of termination and an appeal process consistent with HOPWA regulations must be provided.

3. Severe funding constraints and programmatic considerations require that long term rental assistance be allocated to fewer sub-recipients. Sub-recipients will be expected to collaborate on assessment and intake into long term assistance to ensure that the most vulnerable homeless and at imminent risk of homeless persons living with HIV/AIDS are targeted.

Participation in Homeless Management Information System (HMIS)

Organizations that receive funding under this RFP will be required to collect and report data on persons and families served through the New Jersey HMIS system. Appropriate protections will be made for confidential medical information. Prior to entering any data into HMIS the sub-recipient must obtain written consent of the program participant as documented by a signed State of New Jersey HMIS Client Agreement.

Technical Assistance

The City of Newark will host technical assistance workshops for organizations that intend to solicit financial support under the ESG and HOPWA programs. The workshops will introduce the City’s 2025-2026 funding priorities and provide clarification on all phases of the pre-award and post-award processes, eligible activities, proposal preparation, the contracting process, program outcomes and expectations, and compliance with local and federal standards. The schedule for the workshop series is provided in Appendix 2. If you have specific questions, regarding the eligibility of proposed activities and/or their compliance with national objectives or technical questions regarding specific activities proposed for grant funding under the HOPWA program, please contact the Deputy Director of the Office of Homeless Services, Kyra Watts 110 William Street, Room 111, Newark, New Jersey 07102 at 973-964-7601.

Process of Making Awards

A selection committee will evaluate proposals. Based on their rating and ranking, the Selection Committee will make recommendations as to which applicants to fund and at what level. The review, approval, and program delivery steps are as follows:

1. Review of applications by Selection Committee.

2. Recommendations prepared for City Council by Selection Committee.

3. “Apply and Accept Resolution” by City Council for HCDA funding (HOPWA)

4. “Budget Insert” approval by City Council for HOPWA funding and sub-recipients.

5. Award Letters sent out requesting updated information from HOPWA sub-recipients.

6. Preparation of contracts for HOPWA sub-recipients.

7. Approval of HOPWA funded contracts by City Council.

Evaluation Considerations

The process for reviewing HOPWA proposals is designed to increase efficiency and standardize the evaluation of proposals. The Administration intends to ensure transparency and the delivery of unbiased recommendations to the Council for approved transfer of funds to the City’s public and nonprofit partners. New applicants and those organizations that have previously been funded are encouraged to apply.

Before submitting a proposal, organizations should consider the following:

Whether the proposed services meet at least one of the national program objectives for the Housing Opportunities For Persons With HIV/AIDS (HOPWA) program as defined by the US Department of Housing and Urban Development;

Capacity to complete the requested forms and submit the required documentation by the

November 6, 2025 deadline;

Capacity to deliver proposed services and meet expected program outcomes;

Ability to comply with municipal and federal standards related to the Housing Opportunities for Persons with HIV/AIDS (HOPWA) program.

Current standing with the City of Newark, including performance on grants from previous programs years, and status of accounts with the Departments of Water and Sewer Utility, Division of Revenue Collection, and Special Taxes.

Evaluation Criteria

Before applications are considered, they must be complete and submitted to the Office of Homeless Services by the November 6, 2025 at 10:30 a.m. deadline. A complete application includes ALL requested forms and documentation.

All complete and timely applications that are determined eligible for HOPWA funding and that meet national program objectives under federal regulations will be evaluated using the following criteria:

Threshold Criteria (applications that do not conform to these criteria will not be considered):

Good Standing with City: These requirements are described above. Good standing will be verified prior to execution of the funding contract;

Be incorporated as an established non-profit organization with approved IRS section 501(c)(3) status, if applicable, or be a governmental housing agency;

Submit an application in compliance with the terms and provisions of the RFP; and

Good Standing with State and Federal Governments. If the applicant is a corporation, it must be in good standing with the State of New Jersey regarding corporate registration requirements, employee tax withholding and other legal requirements. If the applicant is organized as a tax-exempt nonprofit, its federal tax exemption must be approved and in good standing. An applicant may not be debarred by any federal agency.

Scoring Criteria for HOPWA Applications

The proposer’s comprehension of the scope and magnitude of the work to be accomplished as evidenced by the proposal.

The adequacy and comprehensiveness of the proposal with regard to the proposer’s approach to fulfilling the eligible activities and responsibilities as specified in the RFP.

Prior experience in administering an AIDS or related disease services or housing program, as evidenced by the capacity and capability to effectively administer the proposed activities.

Prior experience working with the eligible target population.

Rapid start-up capability.

Plans for funding start-up costs and continuation of operations exclusive of HOPWA funds, including ability to cover possible delays in funding without jeopardizing the housing of assisted households.

Prior knowledge of the management of City contracts and federal grants.

Please see Appendix 4 for specific scoring criteria

General Application Guidelines

Applicants should adhere to the following general guidelines for preparing the application for HOPWA funding. The application should be submitted with the required content and in the format requested.

1) The City of Newark, NJ will ONLY receive RFP responses via the City's e-Procurement Portal, OpenGov. Do not submit any document that is handwritten, bound (including staples, folders, spiral, or flat spines), double-sided, on glossy, colored, heavy grade, or legal paper. Documents submitted in an inappropriate format will not be transferred to the review committee or evaluated.

2) Proposals must address the items specified in the Proposal Narrative section and must be organized exactly as specified in the Application Content, Format, and Order section.

Proposals that have incomplete responses to questions or which are improperly organized will lose points in the evaluation process in accordance with the corresponding Evaluation Criteria.

3) Submit only the documents specified in the Required Documentation sections. Do not submit annual proposals, video tapes, flyers, paraphernalia, or any other materials not requested at this time. Additional materials will not contribute to the evaluation process and will be discarded.

4) Submit ALL DOCUMENTATION requested. Before applications are considered, they must be complete. A complete application includes ALL requested forms and documentation.

Applications that are missing any required documentation will not be transferred to the review committee or evaluated.

5) Submit one (1) complete proposal for all requested HOPWA activities. Copies of all requested forms and documentation should be included in each application. Organizations submitting applications for other entitlement programs, i.e. the Emergency Solutions Grants (ESG),should complete the application for that program. The contents and requirements outlined in this application are ONLY for participants who intend to solicit financial support under the Housing Opportunities for Persons with AIDS (HOPWA) program.

6) Do not deliver proposals to any other office or staff person of the City of Newark, including the Departments of Economic and Housing Development and Police, the Office of the Mayor and Agencies, or the Office of the Business Administrator. Proposals submitted after the deadline and/or not submitted electronically in the city’s electronic procurement system, OpenGov, will NOT be accepted or reviewed.

The Office of Homeless Services reserves the right to request additional information or documentation not specified in this Request for Proposals at any stage during the process.

Applicants will be expected to respond and comply with any additional requests in a timely manner.

Application Content, Format, and Order

This HOPWA Application is divided into three (3) parts: (1) Application Cover Sheet; (2) Application Form; and (3) Proposal Narratives. A complete application should include the items listed below in the order and within the page limits specified.

Part 1 - Application Cover Sheet

Part 2 - Application Form o Section One – Organizational Profile o Section Two – Organization Financial Information o Section Three – Scope of Services (Parts A-E)

Part 3 – Proposal Narrative o Section One – Organization Summary

Part A. Agency Background Part B. Current Programs and Activities Part C. Statement of Achievements Part D. Organizational Staffing Qualifications o Section Two – Project Summary

Part A. Need Addressed by the Proposed Project Part B. Project Goals Part C. Target Population and Service Area Part D. Project Implementation Strategies Part E. Specific Collaboration Strategies Part F. Project Outcomes Part G. Alignment of Project Activities with Clients’ Needs Part H. Methods of Evaluating Project Effectiveness Part I. Overcoming Barriers to Service Delivery Part J. Project Staff Qualifications Part K. Sub-recipients/Service Providers

NOTE- Sub-recipients should organize the Proposal Narrative exactly as described above with the corresponding title pages described herein. The Proposal Narrative should have section divider pages, each placed in front of the corresponding section with the title of that section typed at the top of the page (e.g., Section One – Organization Summary). No other text should be typed on the section divider page. Please complete, use, and submit the fillable forms where applicable. All pages of the Proposal Narrative must be numbered. Proposal narrative guidance is provided for each proposal narrative section and question and provides additional details on the content that applicants should address in each subpart of the narrative.

Financial Information o Organization Operating Budget (must specify revenues and budgeted expenditures for

FY 2026)

o Organization Funding Sources

Required Documents o Letters of Recommendations

Recommendations Summary Sheet (See Appendix 1: Forms)

Three (3) Letters of Recommendation o Organization Documents

Articles of Incorporation/By-laws: Documents should include names of board members, officers, and date agency was incorporated. NOTE: On a separate sheet of paper attached to the end of the incorporation documents, the agency must provide a list of the names, phone numbers, and addresses of all individuals who are authorized to sign official papers and documents on behalf of the organization.

Audit Report and IRS Form 990: Applicants are required to submit a 2024 Financial

Audit or 2024 IRS Form 990 (if applicable). NOTE: The 2024 Audit may not have an end date prior to December 31, 2024. If the 2024 Financial Audit is unavailable, please submit most current Financial Audit along with an official letter stating when the 2024 Financial Audit will be complete.

Certified Financial Statement: Applicants are required to submit a Certified

Financial Statement for 2024. NOTE: The 2024 Financial statement may not have an end date prior to December 31, 2024.

Proof of IRS Status Determination: Legal documentation listing the IRS status of the firm or agency.

Certificate of Insurance

Broad Endorsement

NJ State Certificate, AA-302 o City of Newark Forms

* Documents with an asterisk next to them MUST BE NOTARIZED AND/OR INCLUDE THE CORPORATION

SEAL

Counterterrorism Compliance Form*

Disclosure Statement for Nonprofit Sub-recipients (Nonprofits only)*

Non-Collusion Affidavit*

Hold Harmless Agreement*

Certificate of Compliance with NJ Charitable Registration Act (Nonprofits only)*

Equal Employment Opportunity Form*

Fair Housing and Equal Opportunity Compliance

Prohibited Activities in Russia and Belarus and Investment Activities in Iran*

Special Provisions for All Awarded Proposals

A. Letter/Certificate from NJ Attorney General Confirming Charitable Registration

Nonprofit organizations selected as sub-recipients must provide a copy of the Letter/Certificate issued by the State of New Jersey Attorney General confirming charitable registration.

B. Certificate of Insurance (Required Coverage and Endorsement)

If the organization is selected as a sub-recipient, the organization becomes a sub-recipient and must provide a certificate of insurance from an insurer with a Best’s rating of no less than A- indicating compliance with the required coverage to the City of Newark. The SUB- RECIPIENT must notify the CITY immediately, of any material change in insurance coverage, such as changes in limits, coverage, change in status of policy, etc. As part of the certificate of insurance submission a broad endorsement form/additional insured endorsement form that lists the City of Newark as additional insured must also be included (see Appendix 3 for an example of the form). The CITY reserves the right to require complete copies of insurance policies at all times.

1. General Requirements: The SUB-RECIPIENT shall maintain for the duration of the contracts, at its cost and expense, insurance against claims for injuries to persons or damages to property, including contractual liability, which may arise from or in connection with the performance of the work by the SUB-RECIPIENT, its agents, employees, representatives, assigns or subcontractors. This insurance shall cover such claims as may be caused by any negligent act or omission and shall be in the amounts of $1,000,000 per occurrence and $2,000,000 aggregate.

2. Primary Insurance: The SUB-RECIPIENT ’S insurance coverage shall be primary insurance as respect to the CITY, its officers, officials, employees, agents, and representatives shall apply separately to each project or location. Any insurance or self-insurance maintained by the CITY, its officers, officials, employees or volunteers shall be excess of the SUB-RECIPIENT ’S insurance and shall not contribute with it.

3. Workers Compensation Insurance: The SUB-RECIPIENT shall maintain for the duration of the contract, at its cost and expense, Workers Compensation Insurance in the statutory amounts pursuant to N.J.S.A. 34 et seq.

4. Additional Insured Status: The CITY must be listed as additional insured for liability arising out of activities performed by or on behalf of the SUB-RECIPIENT. As part of the certificate of insurance submission a broad endorsement form/additional insured endorsement form that lists the City of Newark as additional ensured must also be included (see Appendix 3 for an example of the form).

5. Special Conditions: The insurer must indicate on the Certificate of Insurance that it agrees to defend, indemnify, and hold harmless the City of Newark, NJ its agents, servants, and administrators from any and all complaints arising out of work or duties to be performed under this contract between the City of Newark and the SUB-

RECIPIENT.

6. Amounts: All insurance shall be written up for the following limits of liability:

Bodily Injury Liability Insurance: $1,000,000.00 each person $1,000,000.00 each occurrence

Property Damage Liability Insurance: $1,000,000.00 each person $1,000,000.00 each occurrence

Professional Liability: $1,000,000.00

Submission Deadline

Interested non-profits must submit their proposals via the City’s electronic procurement system, OpenGov no later than Thursday, November 6, 2025 at 10:30 a.m. deadline to be considered for funding under the City’s 2025-2026 Annual Action Plan.

*Do not deliver proposals to any other office or staff person of the City of Newark, including the Departments of Economic and Housing Development and Public Safety; the Offices of the Mayor and Agencies, City Clerk, and Business Administrator; and the Municipal Council.

Failure to meet the submission deadline (no later than 10:30 a.m. on Thursday November 6, 2025) via the City’s electronic procurement system, OpenGov), shall preclude a proposal from consideration by the City of Newark.

CITY OF NEWARK – REQUEST FOR PROPOSALS

PART 1 - APPLICATION COVER SHEET

PROPOSED ACTIVITY

City of Newark HOPWA Funding Priority Activities: (Check All that Apply) Long-term Tenant Based Rental Assistance HIV/AIDS Facility Operational Assistance Administration

Total Amount Requested for Proposed Activity/ies: $

Total Amount Requested for Long Term: $

Total Amount Requested for Facility Operations: $

Total Amount Requested for Administration: $

PROJECT SUB-RECIPIENT

Applicant Organization (Full Legal Name)

Doing Business As

Tax Identification No.

Executive Director

Proposal Contact Name

Proposal Contact Title

Proposal Contact Street Address

City, State, Zip Code

Proposal Contact Phone

Proposal Contact Fax

Proposal Contact Email

I certify the information contained in this proposal is true and accurate. I further understand material omission or false information contained in this proposal constitutes grounds for disqualification of the proposer (s) and this proposal.

Authorized Signature_____________________________________ Date

Typed Name

CITY OF NEWARK – REQUEST FOR PROPOSALS

PART 2 - APPLICATION FORM

SECTION ONE - ORGANIZATION PROFILE

Applicant Organization (Full Legal Name)

Street Address

City, State, Zip Code

City Ward (If Applicable)

Phone

Fax

Website

Mailing Address (If different from above)

City, State, Zip Code

Number of Years in Operation

Tax Exempt ID #

Date of IRS 501(c)(3) Determination

DUNS Number

Women owned/headed organization YES NO

Minority owned/headed organization YES NO

Number of minority staff members

SECTION TWO – ORGANIZATION FINANCIAL INFORMATION

Name of Accountant (if applicable)

Street Address

City, State, Zip Code

Contact Phone

Total for Organization’s Operating Budget for FY 2025

Total Major Funding Sources (Current)

2024 Financial Audit complete? Yes No

Dates covered by Financial Audit From To Completed

2024 Financial Statement complete? Yes No

Dates covered by Financial Statement From To Completed

List Funding Sources for Current Fiscal Year List Funding Amount 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

SECTION THREE – SCOPE OF SERVICES

Part A. Organization Information Program/Project Title

Anticipated Program/Project Start Date

Total Budget for Program/Project

Amount of (HOPWA) Request

Total Matching Funds Secured

Part B. Service and Target Population Profile Service Coverage Area in 2025-2026 (Check all that apply)

Newark East Ward West Ward Central Ward North Ward South Ward All Wards Essex County outside of Newark Morris County Sussex County Somerset County Union County Hunterdon County Pike County, PA

Other Location (Please Specify):

Complete Address of Facility Where Service Will Be Provided

Is the site(s) where services are provided easily accessible and inviting to community residents?

Yes No # Persons with HIV/AIDS who will receive direct housing assistance

# Other family members of the above who will be residing with the person receiving housing assistance

# Persons with HIV/AIDS and others who will be receiving some form of Housing Information Services

Provide estimated numbers for categories above.

Clients must be documented as having HIV/AIDS and be low-income, in accordance with current HUD income guidelines. Copies are to be kept on-site by the sub-recipient.

Please submit a separate Scope of Services, Part C. Accomplishments (Quantifiable) for each service category for which your organization is applying. Please refer to pages 20 through 22.

SCOPE OF SERVICES – Long-Term Tenant Based Rental Assistance Part C. Accomplishments (Quantifiable)

INSTRUCTIONS

Under “Units”, select ONLY ONE category that best measures your proposed activity.

Then, attach a number, e.g., non-duplicated adults per program year (not month).

Note – These categories and units conform to HUD’s online performance measurement system that the City of Newark is required to use for reporting purposes.

Under “Unit Cost,” divide the amount of funding by the number of service units.

ACTUAL ACCOMPLISHMENTS – 2024-2025 PROGRAM YEAR

Provide verifiable date for the HOPWA activity recently-completed or, if new applicant, report activity completed with another funding source

Type Units Unit Cost

Adult Only Households

Households with Children

Proposed Accomplishments for 2025-2026 PROGRAM YEAR

Respond based on what agency would undertake if awarded a HOPWA grant.

SCOPE OF SERVICES – HIV/AIDS Facility Operational Assistance Part C. Accomplishments (Quantifiable)

INSTRUCTIONS

Under “Units”, select ONLY ONE category that best measures your proposed activity.

Then, attach a number, e.g., 100 non-duplicated adults per program year (not month).

Note – These categories and units conform to HUD’s online performance measurement

Under “Unit Cost,” divide the amount of funding by the number of service units.

SCOPE OF SERVICES – Administration Part C. Accomplishments (Quantifiable)

INSTRUCTIONS

Under “Units”, select ONLY ONE category that best measures your proposed activity.

Then, attach a number, e.g., 100 non-duplicated adults per program year (not month).

Note – These categories and units conform to HUD’s online performance measurement

Under “Unit Cost”, divide the amount of funding by the number of service units.

SCOPE OF SERVICES

Part D. Project Narrative/Description Instructions. In the space provided, describe the specific activity proposed for HOPWA funding, demonstrating that the applicant has read and understands the City’s priority activities, goals, and objectives.

Part E. Project Budget Instructions. Complete each of the attachments in accordance with the instructions provided on each form. Please submit separate project budgets for each service category for which your organization is applying.

Attachments 1 – 5 can be found on pages 25 – 29.

Please submit separate project budgets for each service category for which your organization is applying. (Organizations can apply for up to 5 service categories.)

Attachment 1.

Budget/Cost Categories and Elements of Cost

Attachment 2.

Costs Summary

Attachment 3.

Schedule A. Personnel Costs

Attachment 4.

Schedule B. Consultant Services Costs

Attachment 5.

Schedule C. Other Costs Categories

SCOPE OF SERVICES. PART E. PROJECT BUDGET

ATTACHMENT 1 –

BUDGET/COST CATEGORIES AND ELEMENTS OF COST

Personnel Costs Salaries and Wages Fringe Benefits

Consultant/Professional Service Costs Accounting and Auditing Services Any other non-employee related professional services requiring a formal consultant agreement Bookkeeping Services

Office Expenses and Related Costs Advertising for Recruitment and Procurement Data Processing supplies and services Office Equipment maintenance which are normal maintenance costs compared to capital improvements Payroll Services Postage Printing and Office Supplies Telephone

Staff Training and Education Costs All cost relating to training and continuing education of agency staff

Travel, Conference, and Meetings Conference and Meeting Cost Employee travel reimbursement

Housing/Facility Costs Nutritional Supplies Kitchen Supplies Equipment Maintenance and Equipment Maintenance Supplies Cleaning Supplies Security Services Insurance and Property Taxes Lease and Rent Payments License Fees Maintenance of Building Grounds Utilities, Water, and Sewer

NOTE: Please refer to the appropriate cost principles for the exact definitions of these cost elements. *Definitions and Cost elements to be included with the applications.

SCOPE OF SERVICES. PART E. PROJECT BUDGET

ATTACHMENT 2 –

COSTS SUMMARY

Name of Service Category:

HOPWA/HCDA 2025-2026 (01/01/26- 12/31/26) Sub-Recipient Name:

For Cost Categories A through C, a SCHEDULE SHEET and JUSTIFICATION must be completed and submitted, where applicable.

Cost Category Total Funds Needed HOPWA/HCDA Funds Requested Funds from Other Sources

A. PERSONNEL COSTS

Salaries and Wages

Fringe Benefits

TOTAL PERSONNEL COST

B. CONSULTANT / PROFESSIONAL

SERVICE COSTS

C. OTHER COST CATEGORIES

Office Expense and Related Cost

Program Expense and Related Cost

Staff Training and Education Cost

Travel, Conference and Meetings

Equipment and Other Capital Expense

Facility Cost

TOTAL OTHER COSTS

TOTAL COSTS

LESS: PROGRAM INCOME

NET TOTAL COSTS

ATTACHMENT 3 –

SCHEDULE A: PERSONNEL COSTS

HOPWA/HCDA 2025-2026 (01/01/26 - 12/31/26) Sub-Recipient Name:

List all full and part-time staff paid, including fringe benefits. Provide an explanation of fringe benefits at the bottom of form.

Position Title/Incumbent Name/Vacant Responsibilities & Duties Minimum Qualifications Annual Salary

Weekly Hours on Project

% Weekly Work

Time on Project

Subtotals Explanation of Fringe Benefits:

___ % Fringe Benefits

TOTAL PERSONNEL COST

ATTACHMENT 4 –

SCHEDULE B: CONSULTANT SERVICES COSTS

List services which provide for Program or client benefit and are contracted for on a per client cost or time or number of hours basis.

Nature of Consultant Service Responsibilities & Duties Total

Funds Needed

Basis of Cost Estimate (Rate X Time)

Minimum Qualification (education and experience)

TOTAL CONSULTANT SERVICES COSTS

ATTACHMENT 5 –

SCHEDULE C: OTHER COSTS CATEGORIES

List cost applicable to the Project in the categories provided. A copy of lease agreement, equipment purchase and other pertinent agreement must be attached to this funds request. See Budget Cost Categories for explanation of cost categories.

Other Costs Category Basis of Cost Estimate Total Funds

Needed

HOPWA/HCDA

Funds Requested Funds from

Other Sources

A. Office Expense and Related Costs

B. Program Expense and Related Costs

C. Staff Training & Education Costs

D. Travel, Conference and Meetings

E. Equipment & Other Capital Expense

F. Facility Costs

TOTAL OTHER COSTS

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CITY OF NEWARK – REQUEST FOR PROPOSALS

PART 3 – PROPOSAL NARRATIVE

SECTION ONE – Organization Summary Part A. Agency Background Instructions. Describe the organization’s background as it relates to establishing the agency’s identity and legitimacy as an organization. Responses can detail, but should not be limited to describing the agency’s mission statement, history, expertise, longevity of presence in the community, etc. Describe whether the organization is in good standing with all federal, state, and local governments as defined in the Selection Criteria or what will be done to attain Good Standing status. Briefly describe each pending lawsuit in which the applicant or any of the proposed project staff is either a plaintiff or defendant.

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Part B. Current Programs and Activities Instructions. List all activities in which the organization is currently engaged. Describe in detail all current programs and activities for which funding is sought with this proposal. Responses should describe projects or activities that are the same as, or similar to, those proposed for funding by the City that are relevant to establishing the agency’s credibility, track record, and ongoing performance in the delivering services. Describe your readiness to start the proposed activity, in terms of having staffing, facilities and other resources required. Give an estimate of how many days’ lead time you will need to start, after receiving an executed contract. Describe any impediments to starting immediately, such as needing to wait for hiring, award of other funding, or similar impediments.

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Part C. Statement of Achievements Instructions. Provide specific evidence of the organization’s success in accomplishing past or current organizational or program goals. Responses can address, but should not be limited to describing achievements such as organizational service or community awards, quantity and quality of services provided and benefits gained by participants receiving services, recurring grants based on performance, etc.

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Part D. Organizational Staffing Qualifications Instructions. List the names and titles of all key supervisors, project managers, line staff and contracted personnel who will be involved in delivering or supervising the proposed services. For each, briefly describe their academic and professional credentials (degrees, educational certificates, professional certifications) and number of years of experience in delivering the proposed services. Describe the staff’s readiness to undertake the proposed activity. It is not necessary to provide information about staff members or contracted personnel who will not be involved in delivery of the services proposed in this application for funding.

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SECTION TWO – Project Summary Part A. Need Addressed by the Proposed Project Instructions. Describe the need the proposed project seeks to address, the activities to be undertaken, the population(s) to be served, the expected outcomes (units of service, number of clients to be served, and the proposed start and end dates. Briefly describe the supporting background information and data regarding the needs.

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Part B. Project Goals Instructions. Briefly describe the goals the project seeks to accomplish in terms of positive impacts on individuals and the target area.

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Part C. Target Population and Service Area Instructions. Describe number and characteristics of eligible persons who will be served by the proposed activities and a description of how their eligibility and selection for the project(s) will be determined based on the HOPWA requirements. Describe the area that will be served by the project. Identify towns, cities, counties that will be served.

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Part D. Project Implementation Strategies Instructions. Describe the specific activities the agency will undertake to implement the project, its approach to delivering the services, and the number and type of staff and contract service providers that will be employed. Describe the proposed start and end dates of the activities that are proposed in this application.

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Part E. Specific Collaboration Strategies Instructions. Describe how the organization has or will engage families, social networks of clients, agencies, organizations, or community groups in the implementation of project activities.

Responses can specify ways in which the agency uses any or all of its resources, such as staff, finances, materials, office space, service locations or facilities, etc., to deliver the proposed project services. How do these services increase housing stability, decrease the need for HOPWA assistance or increase assisted households’ resources?

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Part F. Project Outcomes Instructions. Describe all parts of the project in terms of measurable objectives related to the overall HOPWA goal of devising long-term comprehensive strategies for meeting the housing needs of low-income persons with HIV/AIDS. Outcome targets should be provided for:

Households exiting the program to stable/permanent housing Households engaged in HIV health care services Households earning income through employment Households qualifying for cash and noncash benefit programs

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SECTION TWO – Project Summary Part G. Alignment of Project Activities with Clients’ Needs Instructions. Describe how the proposed activities will respond to the changing housing needs of HOPWA clients, including assessing the needs of participants; offering a case-management plan tailored for individual needs that maximizes opportunities for independent living and the continuum of care.

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Part H. Methods of Evaluating Project Effectiveness Instructions. Describe how the organization will measure the effectiveness of its project and the quality of the housing environment provided to clients. Responses can identify any tools that the agency will utilize to monitor and document how the project activities are reaching the target population, project goals are being met, etc. Tools might include, but are not limited to surveys, client feedback forms, tracking systems, and/or anecdotal success stories about clients served through the project activities, etc. Applicants should describe how they will use data provided through HMIS to evaluate and improve their program outcomes.

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Part I. Overcoming Barriers to Service Delivery Instructions. Describe obstacles or impediments that the agency encounters or anticipates in being able to effectively and/or efficiently provide services to the target population and how the applicant plans to overcome them. Such barriers include but, are not limited to: difficulties in enrolling clients, challenges in serving clients, language barriers, and reliability of matching funding, Responses can identify any challenges that the organization may be experiencing, including, where applicable, but not limited to, financial shortfalls, staff turnover, limited resources of the organization, language barriers, difficulty in marketing or disseminating materials, transportation, limited partners, etc. Describe how managers will respond to lagging performance, if that were to occur due to internal or external factors.

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Part J. Project Staff Qualifications Instructions. Describe the qualifications of staff that will be engaged in the delivery of the project.

Responses can highlight the level of education, training, experience, awards or commendations for service, etc., that project staff possess and/or have received related to the specialty area or services proposed as part of the project activities.

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APPENDIX 1

Required City of Newark Forms

ONLY FORMS WITH NOTARY LANGUAGE MUST BE NOTARIZED and/or INCLUDE THE

CORPORATION SEAL.

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RECOMMENDATIONS SUMMARY SHEET

Please insert three (3) letters of recommendation behind this page from Newark EMSA-based entities (other non-profits, County or State agencies, private contractors, and non-political affiliations) that endorse and collaborate with this project or the delivery of project-related services.

Recommender (1) Full Name

Recommender (1) Affiliation

Has your organization worked with this agency on HOPWA funded projects in the past?

Yes No Will your organization work with this agency on the project proposed for HOPWA funding?

Yes No

Recommender (2) Full Name

Recommender (2) Affiliation

Has your organization worked with this agency on HOPWA funded projects in the past?

Yes No Will your organization work with this agency on the project proposed for HOPWA funding?

Yes No

Recommender (3) Full Name

Recommender (3) Affiliation

Has your organization worked with this agency on HOPWA funded projects in the past?

Yes No Will your organization work with this agency on the project proposed for HOPWA funding?

Yes No

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COUNTERTERRORISM COMPLIANCE

In compliance with the spirit and intent of the USA PATRIOT Act and other counterterrorism laws, the City of Newark requests that each funded agency (“Organization”) certify that it is in compliance.

ORGANIZATION NAME:

* In this form, “material support and resources” means currency or monetary instruments or financial securities, financial services, lodging, training, expert…