2026-2027_ESG_RFP_-_WORD_VERSION.docx

CITY OF NEWARK

OFFICE OF HOMELESS SERVICES

EMERGENCY SOLUTIONS GRANTS PROGRAM*

REQUEST FOR PROPOSALS

PROGRAM YEAR 2026-2027

TO IMPLEMENT ELIGIBLE ACTIVITIES PURSUANT TO THE MCKINNEY-VENTO HOMELESS ACT;

EMERGENCY ASSISTANCE AND RAPID TRANSTION TO HOUSING (HEARTH) ACT OF 2009 AND

THE U.S DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT FOR THE PRINCIPALLY LOW-INCOME NEWARK RESIDENTS, WHO ARE AT RISK OF BECOMING HOMELESS AND THOSE INDIVIDUALS WHO ARE HOMELESS.

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, OFFICE OF HOMELESS SERVICES WILL IN NO WAY BE RESPONSIBLE FOR DELAYS OR LOSSES CAUSED BY ANY OCCURRENCE.

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

CITY OF NEWARK

PY 2026 – 2027 HUD ENTITLEMENT PROGRAMS

EMERGENCY SOLUTIONS GRANTS PROGRAM (ESG)

The City of Newark, Office of Homeless Services (OHS) is now accepting proposals from Newark organizations for inclusion in the City’s 2026-2027 HUD Entitlement Programs. The Request for Proposals (RFP) process will commence on Monday, July 13, 2026 and end on Monday, August 31, 2026. Proposals must be submitted via the city’s electronic procurement system, OpenGov no later than Monday, August 31, 2026 at 10:30 am.

Processing of Proposals

The Office of Homeless Services is the intake office for all proposal submissions. OHS determines whether a proposal is eligible for Emergency Solutions Grants Program funding and meets national program objectives under federal regulations. OHS convenes a review committee to evaluate proposals for eligibility based on federal and local program priorities, quality, and cost effectiveness.

The highest rated proposals will be considered and funded under 2026-2027 HUD entitlement awards. The 2026 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 ESG priorities and objectives identified in the City of Newark’s 2026 Annual Action Plan.

Program Overview The interim rule, published in the Federal Register on December 5, 2011, revises the regulations for the Emergency Shelter Grants program by establishing the regulations for the Emergency Solutions Grants program, which replaces the Emergency Shelter Grants program. The change in the program’s name, from Emergency Shelter Grants to Emergency Solutions Grants, reflects the change in the program’s focus from addressing the needs of homeless people in emergency or transitional shelters to assisting people to quickly regain stability in permanent housing after experiencing a housing crisis and/or homelessness.

The Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009 (HEARTH Act), signed into law on May 20, 2009, consolidates three of the separate homeless assistance programs administered by HUD under the McKinney-Vento Homeless Assistance Act into a single grant program, and revises the Emergency Shelter Grants program and renames it as the Emergency Solutions Grants (ESG) program. The HEARTH Act also codifies into law the Continuum of Care planning process, a longstanding part of HUD’s application process, to assist homeless persons by providing greater coordination in responding to their needs.

The City of Newark has the responsibility of making use of ESG funds, as part of implementing a “Continuum of Care” to address the issue of homelessness and to coordinate activities with other non-profit service providers and organizations. This RFP seeks to solicit proposals that will improve the quality of existing emergency shelters for the homeless and provide certain essential and preventative services to address homelessness.

Eligible Activities

The City of Newark’s ESG program provides resources for the following program components: Rapid Re-Housing; Homelessness Prevention; and Emergency Shelter.

· Rapid Re-Housing: ESG funds may be used to provide rental assistance, first month’s rent and security deposit and short/medium-term rental assistance, and housing search and placement, as necessary, to help a homeless individual or family who is literally homeless (per HUD’s definition) move as quickly as possible into permanent housing and achieve stability in that housing. Projects awarded funding through Rapid Rehousing will be required to coordinate with other County and State Rapid Rehousing funds. Rapid Rehousing programs may include funding for rental assistance as well as case management to provide the necessary support services to stabilize program participants in housing.

· Homelessness Prevention: ESG funds may be used to provide short/medium-term rental assistance to prevent an individual or family from moving into an emergency shelter and/or homelessness situation. Payment of rental arrears consists of a one-time payment of rental arrears, excluding late fees.

· Emergency Shelter: ESG funds may be used to pay for temporary housing on a limited basis, such as shelter stays or hotel/motel vouchers, as a bridge to placement in and maintenance of permanent housing. Emergency Shelter funds may also be used to pay for shelter maintenance and supportive services. These funds may pay for individual bed nights at a shelter or, if no appropriate emergency shelter is available for a homeless household, at a hotel/motel.

*** NOTE: Sub-Recipients may not use more than 7% of the total allocation to pay salaries/personnel expenses, including those for case management.

Applicants are encouraged to review the City of Newark’s 2025 Annual Action Plan, consider the funding priorities identified and submit proposals that support the City in achieving its desired goals and objectives. Proposals submitted outside of the specified ESG priority funding areas will not be considered.

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 2026 -2027 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 5. 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 ESG and HOPWA programs, please contact the Office of Homeless Services at (973)353-7191 or (973)964-7601.

Process of Making Awards

Proposals will be evaluated by a selection committee. Based on its evaluation, the Selection Committee will make recommendations for which applicants to fund and at what level. The recommendations will be presented to City Council for approval. 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 and ESG).

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

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

6. Preparation of contracts for ESG sub-recipients.

7. Approval of ESG funded contracts by City Council.

8. Completion of deliverables by sub-recipients – must be during the 2025 calendar year.

Evaluation Considerations

The process for reviewing ESG proposals is designed to increase efficiency and standardize the evaluation of proposals. The Office of Homeless Services intends to ensure transparency and the delivery of unbiased recommendations to the Municipal Council for approval of awards to the selected 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:

· Capacity to complete the requested forms and submit the required documentation by the August 31, 2026 deadline;

· Capacity to deliver proposed services, prior to contract execution, and meet expected program outcomes;

· Ability to comply with municipal and federal standards related to the Emergency Solutions Grants (ESG) program;

· Ability to participate in the local HMIS (Foothold); and

· 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.

Threshold Criteria

Applicants and applications must meet the following minimum requirements in order to receive funding:

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

· Good Standing with State and Federal Governments: If the applicant is a corporation or partnership, it must 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.

· Benefit to Low- and Moderate-Income Persons: Proposed activities should benefit persons who are at 30% or below area median income (AMI).

· RFP Requirements: An application must be complete and must conform to all requirements of this RFP in order to be considered.

Scoring Criteria for ESG Applications:

Applications will be ranked and rated based on the following criteria and maximum possible scoring points per criteria, with 100 points possible.

· Benefit to Homeless and At-Risk of Homelessness Persons: Points will be given to activities that benefit at least 80 percent homeless or at-risk of homelessness persons. (0-4 points)

· Efforts to secure other funding. Points will be awarded based on the applicant’s documented efforts to secure other funding for the activity. (0-4 points)

· Collaboration. Points will be given for a demonstration of collaboration in service delivery through documented evidence, including thorough description of verifiable organizational partnerships and/or contractual agreements in the proposal. Maximum points will be awarded for three or more such collaborations. (0-4 points)

· Application professionalism. Points will be awarded based on layout and completeness of responses. Applications that have not been signed will not be considered. (0-4 points)

· Activity need. The activity will be evaluated in terms of the documentation and justification of the need for the activity. Activities with excellent documentation and justification will be awarded the maximum points. (0-4 points)

· Consolidated Plan priority. Activities addressing high priorities, as identified in Newark’s Consolidated Plan, will be awarded maximum points. (0-4 points)

· Cost reasonableness and effectiveness. The activity will be evaluated in terms of: 1) its impact on the identified need, and 2) its implementation costs and funding request relative to its financial and human resources. Evaluation will include the cost incurred per person per unit, project budget, and the justification for a particular level of funding. (0-8 points)

· Activity implementation. Points will be awarded to applicants based on documentation and information provided, showing that the resources, such as funding, staffing, established partnerships, etc., needed to implement the proposed activity are available and ready. Maximum points will be given to activities that are ready to move forward quickly. These criteria take into consideration factors that may accelerate or slow down the ability to implement the activity in a timely manner. (0-8 points)

· Activity implementation – outcomes. Points will be awarded to applicants based on documentation and information provided that demonstrates what the project will accomplish and how the effectiveness, success, and implementation of the project will be measured. (0-8 points)

· Experience. The experience of the applicant, including the length of time in business, qualifications and tenure of project staff, and experience in undertaking projects of similar complexity as the one for which funds are being requested, will be evaluated. (0-8 points)

· Past performance – activity evaluation. The applicant will be evaluated in terms of its past performance in relation to any local, state, or federal funding program. The past performance will refer to attainment of objectives in a timely manner, expenditure of funds at a reasonable rate, and compliance with the contract, including but not limited to submission of reports and adherence to the Scope of Services. For those applicants that have not received HUD entitlement program funding from the City of Newark in the past, allocation of points up to the maximum may be awarded, dependent upon thorough documentation of similar past performances. (0-8 points)

· Past performance – organizational evaluation. The applicant will be evaluated in terms of its past performance and business relationship with the City of Newark, including documented reports, recommendations, and input from City of Newark agencies and local non-profits or other organizations that have a prior history of oversight, monitoring, and/or working directly with the applicant. (0-8 points)

· Activity management. Points will be awarded to applicants based on documentation and information provided, showing that the resources needed to manage the proposed activity are available and ready, and that the commitment for operation and maintenance, where applicable, has been certified. In addition, for applicants that have received HUD entitlement program funds in the past, their record of maintenance for the funded activity will be evaluated. (0-14 points)

· Matching contributions. Points will be awarded based on the ratio of the amount of eligible matching funds to the amount of HUD entitlement program funds requested:

2.1 or more (12-14 points)

1.76 – 2.0 (9-11 points)

1.51 - 1.75 (6-8 points)

1.25 - 1.50 (3-5 points) 1 - 1.25 (0-2 points)

HMIS Requirements

Sub-recipients of ESG funding must participate in the local Homeless Management Information System (HMIS) Foothold. Sub-recipients are required to enter data into HMIS on all persons served by their ESG program, and generate all required HUD reporting, including the ESG portion of the CAPER, for the city of Newark. Failure to meet this requirement could result in a loss of funding and impact scoring on future applications for ESG funding. (Victim service providers are prohibited from entering data into HMIS and instead must enter data into a comparable database.)

Matching Funds Requirement

ESG requires a 100% match in cash or in-kind services. Applications must demonstrate the ability to match funds awarded under this RFP with an equal amount of other funds. In general, federal, state, local or private funds may be used to satisfy the requirement for matching funds. In calculating the amount of supplemental funds provided, the applicant may include the value of any donated material or building, the value of any lease on a building, any salary paid to staff to carry out the program, and the value of the time and services contributed by volunteers to carry out the program of the recipient at a rate determined by HUD.

HUD strictly monitors the matching funds requirement stipulated in 24 CFR Part 576.201 of its ESG regulations. These regulations read as follows:

(a) General. Each grantee must match the funding provided by HUD under this part with an equal amount of funds from sources other than under this part. These funds must be provided after the date of the grant award to the grantee. Funds used to match a previous ESG grant may not be used to match a subsequent grant award under this part. A grantee may comply with this requirement by providing the supplemental funds or voluntary efforts provided by any State recipient or non-profit recipient (as appropriate).

(b) Calculating the matching amount. In calculating the amount of matching funds, there may be included the value of any salary paid to staff of the grantee or to any state recipient or non-profit recipient (as appropriate) in carrying out the ESG and the time and services contributed by volunteers to carry out ESG. For purposes of this paragraph (b), the grantee will determine the value of any donated material or building, or any lease, using any method reasonably calculated to establish a fair market value.

Consequently, in the Scope of Services section of the proposal on the form marked Part E. Project Budget (see page 23), the applicant must indicate in the Other Funding Sources column matching funds equal to or greater than the amount being requested from the ESG program.

*Note: because the matching funds are contributed to the ESG program and expended for the recipient or sub recipient’s allowable ESG costs, the following are not allowed to be used as match:

· SNAP benefits (food stamps), because the funds are being used to cover the program participant’s costs;

· Housing Choice Vouchers, because the funds are used to pay the PHA’s obligations under its Housing Assistance Payment contract with the owner; and

· The tenant’s portion of the rent, because this amount is the tenant’s obligation.

Expenditure of Funds

Sub-recipients must expend all of their ESG funds by the end of the one-year contract period.

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, even if no funds have been expended during a particular month. 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.

General Application Guidelines

Applicants should adhere to the following general guidelines for preparing the application for ESG 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 ESG activities. Copies of all requested forms and documentation should be included in each application. Organizations submitting applications for other entitlement programs, i.e. the Housing Opportunities for Persons with AIDS (HOPWA) Program, 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 Emergency Solutions Grants (ESG) 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 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 ESG 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 as indicated, and in the order and within the page limits specified.

Part 1 - Application Cover Sheet

Part 2 - Application Form

· Section One – Organization Profile

· Section Two – Organization Financial Information

· Section Three – Scope of Services (Parts A-E)

Part 3 - Proposal Narrative

· Section One – Organization Summary

Part A. Agency Background Part B. Current Programs and Activities Part C. Statement of Achievements Part D. Organizational Staffing Qualifications

· Section Two – Project Summary

Part A. Need Addressed by the Proposed Project Part B. Project Goals Part C. Project Implementation Strategies Part D. Specific Collaboration Strategies Part E. Project Outcomes Part F. Methods of Evaluating Project Effectiveness Part G. Overcoming Barriers to Service Delivery Part H. Project Staff Qualifications

NOTE- Respondents 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 provides additional details on the content that applicants should address in each subpart of the narrative.

Appendix 1: Required City of Newark Forms

* These documents MUST BE NOTARIZED AND/OR INCLUDE THE CORPORATION SEAL

· Declaration*

· Counterterrorism Compliance Form*

· Disclosure Statement for Non-profit Sub-recipients*

· Non-Collusion Affidavit*

· Hold Harmless Agreement*

· Certificate of Compliance with NJ Charitable Registration Act*

· Equal Employment Opportunity Form*

· Fair Housing and Equal Opportunity Compliance Form*

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

Appendix 2: Sample Broad Endorsement Form/Additional Insured Endorsement Form

Appendix 3: Conflict of Interest Regulations Certification Form

Appendix 4: HUD Section 3 Regulations Information

Appendix 5: Technical Assistance Session Schedule

Required Documents for All Proposals

· Letters of Recommendation:

· Recommendations Summary Sheet (See Attachment 5, page 39)

· Three (3) Letters of Recommendation

· Other Requirements

· Description of efforts to involve persons experiencing homelessness in program decision-making and/or program delivery

· 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 2025 Financial Audit AND 2025 IRS Form 990. NOTE: The 2025 Audit may not have an end date prior to December 31, 2025. If the 2025 Financial Audit is unavailable, please submit most current Financial Audit along with an official letter stating when the 2026 Financial Audit will be complete.

· Certified Financial Statement: Applicants are required to submit a Certified Financial Statement for 2026. NOTE: The 2025 Financial statement may not have an end date prior to December 31, 2025.

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

· Certificate of Insurance

· Broad Endorsement Form

· NJ State Certificate, AA 302

· Organization’s Conflict of Interest Policies

Special Provisions for All Awarded Proposals

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

Subrecipients are required to 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 vendor 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 VENDOR 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 ensured must also be included (see Appendix 2 for an example of the form). The CITY reserves the right to require complete copies of insurance policies at all times.

a. General Requirements: The VENDOR 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 VENDOR, it 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.

b. Primary Insurance: The VENDOR’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 in excess of the VENDOR’S insurance and shall not contribute with it.

c. Workers Compensation Insurance: The VENDOR 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.

d. Additional Insured Status: The CITY must be listed as additional insured for liability arising out of activities performed by or on behalf of the VENDOR. 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 2 for an example of the form).

e. 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 VENDOR.

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

Professional Liability: $1,000,000.00

Submission Deadline

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.

*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 am on Monday, August 31, 2026) via the City’s electronic procurement system, OpenGov), shall preclude a proposal from consideration by the City of Newark.

PY 2026-2027 ESG APPLICATION

CITY OF NEWARK

REQUEST FOR PROPOSALS

PY 2026 – 2027 HUD ENTITLEMENT PROGRAMS

EMERGENCY SOLUTIONS GRANTS (ESG)

PART 1 - APPLICATION COVER SHEET

PROPOSED ACTIVITY

City of Newark Funding Priority Area: (check ALL applicable Priority Areas) |_| Homelessness Prevention |_| Rapid Re-housing |_| Emergency Shelter (Bed Nights)

PROJECT SUB-RECIPIENT

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

PY 2026 – 2027 HUD ENTITLEMENT PROGRAMS

EMERGENCY SOLUTIONS GRANTS (ESG)

PART 2 - APPLICATION FORM

SECTION ONE - ORGANIZATION PROFILE

Mailing Address (If different than above)

SECTION TWO – ORGANIZATION FINANCIAL INFORMATION

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

SECTION THREE – SCOPE OF SERVICES

Part A. Organization Information

Part B. Service and Target Population Profile

|_|East |_|West |_|Central |_| North |_| South |_| All |_|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 |_|

Daily number of persons and/or households served during the 2025-2026 program year

Persons

Households

Target daily number of persons and/or households to be served during the 2025-2026 program year

Persons

Households

Unsheltered

SCOPE OF SERVICES – HOMELESSNESS PREVENTION

Part C. 1. Accomplishments (Quantifiable)

INSTRUCTIONS

· Under “Units”, select the category (s) that best measure(s) your proposed activity.

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

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

ACTUAL ACCOMPLISHMENTS: HOMELESSNESS PREVENTION – 2025 2026 PROGRAM YEAR

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

Adult Only Households

Households with Children

PROPOSED ACCOMPLISHMENTS: HOMELESSNESS PREVENTION – 2026-2027 PROGRAM YEAR

Respond based on what agency would undertake if awarded an ESG grant.

Adult Only Households

Households with Children

SCOPE OF SERVICES – RAPID RE-HOUSING

Part C. 2. Accomplishments (Quantifiable)

INSTRUCTIONS

· Under “Units”, select the category (s) that best measure(s) your proposed activity.

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

ACTUAL ACCOMPLISHMENTS: RAPID RE-HOUSING – 2025-2026 PROGRAM YEAR

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

Adult Only Households

Households with Children

PROPOSED ACCOMPLISHMENTS: RAPID RE-HOUSING – 2026-2027 PROGRAM YEAR

Adult Only Households

Households with Children

SCOPE OF SERVICES – EMERGENCY SHELTER

Part C. 3. Accomplishments (Quantifiable)

Instructions

· Under “Units”, select the category (s) that best measure(s) 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 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: Shelter Operations – 2025-2026 Program Year Provide verifiable date for the ESG activity recently-completed or, if new applicant, report activity completed with another funding source

Adult Only Households

Households with Children

Proposed Accomplishments: Shelter Operations – 2026-2027 Program Year

Adult Only Households

Households with Children

SCOPE OF SERVICES

Part D. Project Narrative/Description

Instructions. Briefly describe the proposed project. Indicate the target population, number of people to be served and types of services to be provided. Identify general program goals and expected outcomes.

SCOPE OF SERVICES

Part E. Project Budget

Instructions. Complete each of the attachments in accordance with the instructions provided on each form and attach after this page.

Attachment 1.

Budget/Cost Categories and Elements of Cost

Attachment 2.

Schedule A. Homelessness Prevention Personnel Costs Eligible Activities Costs Summary Schedule B. Rapid Re-housing Personnel Costs Eligible Activities Costs Summary Schedule C. Emergency Shelter Eligible Activities Costs Summary

Attachment 3.

Schedule A. Homelessness Prevention Personnel Costs Schedule B. Rapid Re-housing Personnel Costs Schedule C. Emergency Shelter Personnel Costs

SCOPE OF SERVICES. PART E. PROJECT BUDGET

ATTACHMENT 1 –

BUDGET/COST CATEGORIES AND ELEMENTS OF COST

A. Homelessness Prevention

· Short/Medium term rental assistance

· Rental Arrears

· Rental application fees

· Security deposits

· Last month’s rent

· Utility deposits

· Utility Payments

· Housing Search & Placement

· Housing Stability Case Management

· Credit Repair

B. Rapid Re-Housing

Financial Assistance Housing Relocation and Stabilization – Service Costs

· Short/Medium Term rental assistance

· Rental Arrears

· Rental application fees

· Security deposits

· Last month’s rent

· Utility deposits

· Utility Payments

· Housing Search & Placement

· Housing Stability Case Management

· Credit Repair

C. Emergency Shelter

· Case Management

· Mental Health Services

· Substance Abuse Treatment Services

· Transportation

· Maintenance

· Security

· Insurance

· Food

· Supplies necessary for shelter operation

· Hotel/Motel Vouchers

SCOPE OF SERVICES PART E. PROJECT BUDGET

ATTACHMENT 2 –

SCHEDULE A: HOMELESSNESS PREVENTION ELIGIBLE ACTIVITIES COSTS SUMMARY

ESG/HCDA 2026-2027

(01/01/27 - 12/31/27) Sub-Recipient Name:

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

Matching Funds Amount

Matching Funds Source

A. Rapid Re-housing:

Rental Assistance

Housing Relocation and Stabilization Services – Financial Assistance

Housing Relocation and Stabilization Services – Service Costs

TOTAL Homelessness Prevention:

SCOPE OF SERVICES PART E. PROJECT BUDGET

SCHEDULE B: RAPID RE-HOUSING ELIGIBLE ACTIVITIES COSTS SUMMARY

ESG/HCDA 2026-2027

Sub-Recipient Name:

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

B. Homelessness Prevention:

Rental Assistance

Housing Relocation and Stabilization Services – Financial Assistance

Housing Relocation and Stabilization Services – Service Costs

TOTAL Rapid Re-housing:

SCHEDULE C: EMERGENCY SHELTER ELIGIBLE ACTIVITIES COSTS SUMMARY

ESG/HCDA 2026-2027

Sub-Recipient Name:

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

C.. Emergency Shelter:

Shelter Operations

Essential Services

TOTAL Emergency Shelter:

ATTACHMENT 3 –

SCHEDULE A: HOMELESSNESS PREVENTION PERSONNEL COSTS

ESG/HCDA 2026-2027

(01/01/27- 12/31/267 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.

___ % Fringe Benefits

TOTAL PERSONNEL COST

SCHEDULE B: RAPID RE-HOUSING PERSONNEL COSTS

ESG/HCDA 2026-2027

(01/01/27- 12/31/27) 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.

___ % Fringe Benefits

TOTAL PERSONNEL COST

SCHEDULE C: EMERGENCY SHELTER PERSONNEL COSTS

ESG/HCDA 2026-2027

(01/01/27- 12/31/27) 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.

___ % Fringe Benefits

TOTAL PERSONNEL COST

CITY OF NEWARK

PY 2024-2025 ESG APPLICATION

PY 2026 – 2027 HUD ENTITLEMENT PROGRAMS

EMERGENCY SOLUTIONS GRANT (ESG)

PART 3 – PROPOSAL NARRATIVE

SECTION ONE – Organization Summary Part A. Agency Background

Instructions. Describe the organization’s background and experience. 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 any relevant experience providing similar services (including outcomes of previous programs). List all activities in which the organization is currently engaged, including activities similar to those proposed in the ESG application. Responses should describe projects or activities that are relevant to establishing the agency’s credibility, track record, and ongoing performance in the delivery of services. Describe any experience with administering federal, state, county or City programs and indicate 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. If the organization has been granted funds by the City of Newark previously, describe what that business relationship was and identify if there are any pending issues or complaints connected to that business relationship. Briefly describe each pending lawsuit in which the applicant or any of the proposed project staff is either a plaintiff or defendant.

Part B. 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.

Part C. Organizational Staffing 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. 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. 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.

SECTION TWO – Project Summary Part A. Project Correlation with Priorities

Instructions. Describe how the proposed project fits in with the identified ESG priorities. Responses should include reference to any relevant priorities from the following:

1. The Path Home: Collaborating Across our Community – A strategic plan to end Chronic Homelessness

2. City of Newark Consolidated Plan 2024 - 2028

3. 2025-2026 ESG Priority Populations Please describe how the program supports the City of Newark in meeting priority goals from the above identified plans. Indicate any additional project goals and expected outcomes in addition to those items connected to local priorities.

Part B. Project Implementation Strategies

Instructions. Describe the specific activities the agency will undertake to implement its approach to delivering the services identified. Indicate 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. Describe how potential participants will be identified and enrolled. Identify the types of services that will be offered to participants and the length of time services will be provided. Please list program eligibility requirements as well as criteria for terminating participants or prematurely ending the enrollment process. Additionally, 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.

Part C. 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. Identify any formal collaborations and describe the process used to connect participants to partner agencies. Please include information on how your agency will participate in the local Newark Continuum of Care (CoC), as well as any coordinated assessment/centralized intake system designed for ESG and CoC projects. 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.

Part D. Program Oversight

Instructions. Describe what procedures you have in place to provide sufficient project oversight. Identify specialized procedures to review participant eligibility, checks and balances related to distribution of financial resources, and internal reporting requirements. Describe the agency and program quality improvement protocols and process for ensuring effective program delivery and compliance with program regulations. Identify tools, data sources and procedures for reviewing compliance and program outcomes including the staffing positions involved in program review and how often program review occurs.

Part E. Overcoming Barriers to Service Delivery

Instructions. Describe obstacles or impediments 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.

ATTACHMENT 5 –

RECOMMENDATIONS SUMMARY SHEET

Please insert three (3) current letters of recommendation behind this page from Newark-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 ESG funded projects in the past?

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

Recommender (2) Full Name

Recommender (2) Affiliation

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

Will your organization work with this agency on the project proposed for ESG funding?

Recommender (3) Full Name

Recommender (3) Affiliation

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

Will your organization work with this agency on the project proposed for ESG funding?

APPENDIX 1

Required City of Newark Forms

All required City Forms MUST BE NOTARIZED and/or INCLUDE THE CORPORATION SEAL.

DECLARATION

I am authorized to complete this application on behalf of

[name of applicant]

I have used due diligence in obtaining this information, the information contained herein is complete and accurate, and have attached the required exhibits and other information required.

Signature:

Name:

Title:

Date:

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…