21-NOFA-HOPWA-Specifications final 2025 07.docx

Housing Opportunities for Persons with AIDS (HOPWA) Solicitation Number: OCCE-NOFA-HOPWA Notice of Funding Availability (NOFA)

Section 1: Background Purpose Pursuant to this Notice of Funding Availability (NOFA), the City of Dallas Office of Community Care and Empowerment (OCCE or the Department) is seeking, through an open application process to serve as Subrecipients, eligible organizations to provide housing assistance and related supportive services for low-income persons living with HIV and their families in the Dallas eligible service area under the Housing Opportunities for Persons with AIDS (HOPWA) grant program. The HOPWA grant program is funded through the U.S. Department of Housing and Urban Development (HUD) under federal Assistance Listing Number (ALN) 14.241, as shown on the System for Award Management (SAM.gov).

Service Area The Dallas eligible service area, referred to as the Dallas Eligible Metropolitan Statistical Area (Dallas EMSA), includes seven counties: Collin, Dallas, Denton, Ellis, Hunt, Kaufman, and Rockwall Counties.

Program Goals An organization that is eligible to apply for funding under this NOFA includes: (a) a governmental housing agency, or (b) a nonprofit organization that is organized under State or local laws; has no part of its net earnings inuring to the benefit of any member, founder, contributor or individual; 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 has among its purposes significant activities related to providing services or housing to persons with HIV or AIDS.

The City is seeking multiple Subrecipients to provide housing assistance and related supportive services, which are further outlined Section II – Program Guidance and Requirements. This includes multiple service categories listed below. An Application may include a request for funding for one (or multiple) service categories.

· Emergency/Tenant Based Rental Assistance (Short-Term Rent, Mortgage, and Utility Assistance (STRMU), Tenant Based Rental Assistance (TBRA), or Permanent Housing Placement (PHP))

· Facility Based Housing (Long-Term, Transitional, or Short-Term Facilities)

· Emergency Vouchers (Short-Term Hotel/Motel Stays)

· Master Leasing (Long-Term Housing in Leased Units)

· Housing Information Services (HIS) (HIV Housing Resource Center, Website, and Database)

· Supportive Services Only (SSO) (Services Provided Separately from Housing)

· Facility Rehabilitation/Repair, New Construction, or Acquisition (Housing Development) Definitions For the purposes of this solicitation, the following underlined terms shall be defined as:

Agreement: The written document between the City of Dallas and a service provider, which contains the terms and conditions of the services that includes a written statement of work, or the specifications including special provisions and the Application.

Applicant: An eligible Organization submitting an Application in response to this NOFA.

Application: The written Application duly submitted to the City of Dallas by an Organization to perform a contract for work described in the NOFA specifications (including supporting documents).

Authorized Individual: Person appointed by the Organization who can legally sign documents binding the organization.

CFR: Code of Federal Regulations City: The City of Dallas, Texas, a municipal corporation of Dallas County, Texas, acting by and through (a) its governing body, or (b) its City Manager, each of whom is required by law to perform specific duties. Responsibility for final enforcement of contracts involving the City of Dallas is by authority vested in the City Manager or by resolution.

City Attorney: Department established to act on legal transactions and proceedings on behalf of the City.

City Manager: The City Manager of the City of Dallas, Texas, or his/her duly authorized designees.

Dallas EMSA: Dallas Eligible Metropolitan Area. Eligible Persons must reside within this Dallas eligible service area to receive assistance under this HOPWA grant program. The Dallas EMSA includes seven counties: Collin, Dallas, Denton, Ellis, Hunt, Kaufman, and Rockwall Counties.

Department: An administrative division within the City of Dallas. The primary Department under this NOFA is the Office of Community Care and Empowerment.

Director: The director of the City of Dallas Office of Community Care and Empowerment, or his/her designee.

Eligible Persons: Persons who are low-income individuals living with HIV or AIDS and their families in the Dallas EMSA. Low income means household income that does not exceed 80% of Area Median Income (AMI) for the household size, as published by HUD each year. Family means one or more eligible persons living with another person or persons, regardless of actual or perceived sexual orientation, gender identity, or marital status, who are determined to be important to the eligible person or person's care or well-being.

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

Intended Beneficiary: The client or end user of the service that is receiving the benefit of the service or funding. For this solicitation, the intended beneficiary will be the client.

HUD: U.S. Department of Housing and Urban Development NOFA: Notice of Funding Availability, as outlined in this Specifications/Scope of Work document (and associated attachments and exhibits hereto).

Non-responsive: An Organization that submits an Application which does not contain all of the required information stated in the Responsiveness Checklist (Attachment A).

Organization: An eligible organization that submits a written Application for consideration to perform the work described in the NOFA; may also be referred to as Applicant.

Program: The Program as described above in Section I.

Responsive: An Organization that submits an Application containing all the required information stated in the Responsiveness Checklist (Attachment A).

Responsiveness Checklist: A listing of items required to be included in an Application.

SAM: System for Award Management, which is the official federal government procurement system for the U.S. Any organization receiving an award of funds shall be registered in SAM. To register, go to the SAM website at SAM.gov or contact the SAM Federal Customer Service Desk at 1800-985-7658. SAM registration is active for one-year only and shall be updated annually.

Subrecipient: In the context of this NOFA, an eligible Organization that receives a subaward from the City of Dallas to carry out part of the HOPWA grant program. A Subrecipient will determine who is eligible to receive assistance; will have performance measured in relation to whether the objectives of the HOPWA grant program were met; has responsibility for programmatic decision-making; is responsible for adherence to applicable Federal program requirements for the award; and uses HOPWA funds to carry out the HOPWA grant program for public purposes.

UEI Number: A Unique Entity Identifier (UEI) number is required to receive federal funding. To receive a UEI number, you must register for a free account at www.SAM.gov. If you are already registered in SAM.gov, your UEI has already been assigned and is viewable in your SAM.gov.

Pre-Application Meeting Schedule, Questions, and Inquiries Applicants may not communicate (verbally or electronically) directly with City of Dallas staff or elected officials regarding this solicitation or its Application for any reason. Applicants are required to limit their communication regarding this solicitation to the City’s procurement portal or to the Department email referenced below.

Applicants may submit their questions electronically through the City’s procurement portal (https://dallascityhall.bonfirehub.com/login) on this solicitation page. If an Applicant is having difficulty with the procurement portal, questions may be submitted to the Department email designated here (communitycarenofa@dallas.gov) with the subject titled OCCE-NOFA-HOPWA.

All questions shall be submitted electronically. The City will respond to questions by way of addendum that will be posted to the solicitation portal. The City, its agents, and employees shall not be responsible for any information given by way of verbal communication.

Application Submittal Requirements Applicants should submit a written Application outlining their proposed housing service(s) using Application (Form 1). This should include the historic narrative, organization capacity, work plan, program evaluation, budget narrative, and required and supplementary support documents. Applicants should also submit a proposed project budget for the proposed housing service(s) using the attached Budget (Form 2) with a Budget Justification Narrative included or attached.

All Applications (including supporting documents) must be submitted electronically through the City’s procurement portal (https://dallascityhall.bonfirehub.com/login) on this solicitation page.

Any Applications (or supporting documents) submitted by email or any other method are hereby expressly rejected, is treated as Non-responsive, and will not be considered.

The City may award one or more Subrecipient agreements to the most responsive Applicants, whose Applications are determined to be the most advantageous to the City, considering the relative importance of services provided and populations served, geographic distribution of Subrecipients, and targeted populations. The City may award Subrecipients for all or some of the proposed services included in the Application and at a level less than their request for any proposed service. Additionally, the City may provide additional funding throughout the contract period to awarded Subrecipients based on performance and expenditures and with appropriate authorization.

Applications that meet all requirements as outlined in this NOFA will be reviewed by an Evaluation Committee. The Committee will score the Applications as outlined in Attachment B of this NOFA. The evaluation and score will be based on the proposer’s ability to address community needs, cost-effectiveness, reasonableness, and the funding request.

Applicants should submit the following documents:

Provides budget line-item detail of costs that the Organization expects to charge to the project to the Target Population in the Service Area and should also include Budget Justification Narrative.

Provide a completed Organization Information (Form 3) Please provide information for Applicant Organization, as well as the Organization’s certifications relating to the NOFA requirements, including insurance requirements.

Provide a list of Board of Directors, their titles/roles and their contact information on the Board Information (Form 4).

PURPOSE: Provides the City proof of community representation and organizational structure.

Provide a fully completed and signed Suspension/Debarment Certification (Form 5)

Provide a completed and signed Federal Funding Accountability and Transparency Act (FFATA) Certification (Form 6)

1. Applicant organization has an “Active: status

2. Registration date

3. Entity type

4. Entity number

(Note: Applicant should submit current certificate, but may be required to supply additional information if awarded documenting compliance with outline insurance requirements)

Provide the Applicant’s latest Certificate of Insurance (COI) detailing the Organizations current to the liability and other insurance coverage held by the Applicant. The Applicant is strongly encouraged to provide a copy of the Insurance Requirements posted with this NOFA to its agent to ensure that the Organization complies (or will comply) with those requirements upon award.

Provide a copy of Organization’s internal and external process for reporting and responding to fraud, waste, abuse, conflict of interest, or other misconduct.

Optional – Provide any reports, evaluation tools, or other documents that the Applicant determines may be helpful or informative to the evaluation of the Application.

Scope of Work and Contingent Funding The Housing Opportunities for Persons with AIDS (HOPWA) program provides housing assistance and related supportive services for low-income persons living with HIV/AIDS (PLWHA) and their families who are homeless, at risk of homelessness, or unstably housed. The program provides housing and other support to help the most vulnerable households with multiple health and life challenges to achieve housing stability. HOPWA supportive housing also serves as a cost-effective housing intervention that increases access to care, reduces emergency care costs, and improves life outcomes for beneficiaries.

Scope of Work The City of Dallas is seeking Applications from eligible organizations to serve as Subrecipients to provide the housing assistance and related supportive services (listed below) for low-income persons living with HIV in the Dallas EMSA. Program criteria and requirements for funding are set forth in the Appendix (Program Criteria) included at the end of this NOFA.

Facility Based Housing

Provides housing assistance for low-income persons living with HIV in one or more housing facilities owned/leased and operated by a service provider in the Dallas EMSA, along with supportive services that are typically on-site at the facility. Housing may be long-term housing (with no end date); transitional housing (up to 24 months); and/or short-term supported housing (up to 60 days with some limitations).

Interested organizations may request funding for one or more activities listed above in its Application. If the Organization wishes to be considered under more than one activity, the Applicant must submit a separate Work Plan and Budget for each activity - as shown in the Application (Form 1) and Budget (Form 2). The Application (Form 1) must clearly indicate the activity or activities for which the Application is being submitted.

Contingent Funding

Funding is anticipated to be provided through Housing Opportunities for Persons with AIDS (HOPWA) funds received by the City from the U. S. Department of Housing and Urban Development (HUD).

NOTICE: All funding and grant awards under this NOFA are contingent upon (1) funding from HUD and City’s execution of the award agreement; (2) HUD’s approval of the City’s FY 2025-26 HOPWA grant allocation and/or City’s Annual Action plan; (3) City Council appropriation of funds; (4) recommendation by the City Manager recommendation in the budget and approval by City Council resolution or administrative action; and (5) Applicant’s execution of the subrecipient agreement. No obligation or commitment of funds exists until all conditions are met. The City disclaims liability for costs incurred by Applicant prior to full execution of a Subrecipient Agreement.

An estimated total amount of $4,270,740 in funding (subject to appropriation), contingent upon (a) recommendation by the City Manager in the budget and approval by City Council and (b) HUD’s approval of the City’s Annual Action Plan and execution of the grant agreements, is expected to be available in Fiscal Year 2025-26, to be awarded pursuant to the NOFA. These amounts are estimates and subject to change based on the actual HOPWA allocation awarded by HUD to the City of Dallas for Fiscal Year 2025-26:

(up to 7%) Total

Facility Based Housing

Master Leasing

Emergency Vouchers

Multiple Awards and Funding Discretion:

The City intends to award multiple contracts under this NOFA. The City retains the discretion to award more or less than the total amount shown above, based on the award amount, budget appropriations, and to reallocate funding among eligible service categories as necessary to meet budgetary and programmatic needs. Additionally, the City reserves the right to award less than the amount requested in any given Application. In such cases, successful Applicants may be required to submit a revised budget reflecting the adjusted award amount.

If notified of an award under this NOFA, such notice does not constitute a commitment of funds; such commitment shall only occur if a project is awarded funding with City Council approval and once all funds have been appropriated by the City. The successful Applicant is required to execute a contract for up to one year, subject to extension or renewal at the sole discretion of the City of Dallas. Subject to appropriation, availability of funds, and performance under the contract, up to two (2) one-year renewal options may be awarded, at the City’s sole discretion. No work shall commence until the contract documents are signed. No contract shall be binding on the City until it has been approved as to form by the City Attorney and executed by the City Manager or his/her designee. Further, no contract may be signed by the City of Dallas without the authorization of the City Manager or the City Council.

Leveraged Funds: Organizations requesting funding are strongly encouraged to provide funding and resources from other sources as Leveraged Funds for the project. Leveraged Funds are considered in the evaluation of the Application, but also present a contractual commitment by the successful Applicant.

Important Note: The City of Dallas reserves the right to make changes to the grant program or grant funding as may be necessary or appropriate, as determined by the City of Dallas, to comply with federal, state, local laws (including executive orders and administrative guidance) or changes thereto.

Communication It is essential that the awarded Applicant respond clearly after receiving a telephone call or email from the City. Written correspondence from the City of Dallas shall be answered within two business days. The awarded Applicant shall respond to phone calls and emails from the City within two business days of receipt.

Commencement Date The selected Organizations will be required to execute a Subrecipient Agreement. The contract will begin on the date of contract authorization, the date of contract execution, or October 1, 2025, if later, and last for a duration of up to one year, with two one-year renewal options, at the City’s sole discretion. Organizations should not begin the delivery of services without the explicit and written consent of City – a fully executed contract, approved as to form by the City Attorney is considered explicit, written permission to begin service delivery.

Funding is available after execution of the Agreement and distributed on a reimbursement basis. Organizations will not be reimbursed for services delivered prior to contract execution and/or without the City’s approval to begin service delivery. The Organization will be asked to submit a monthly report of program activities and documented expenditures for reimbursement. The City reserves the right to withdraw or reduce the amount of an award, or to cancel the agreement resulting from this solicitation if adequate funding is not available. Award is subject to approval by the City Manager and City Attorney’s Office. The City will require the Subrecipient to sign the necessary documents prepared by the City Attorney’s Office prior to program implementation.

No work shall commence until the Subrecipient Agreement is executed. No Agreement is binding until it has been approved as to form by the City Attorney and executed by the City Manager.

Award Method The City’s intent is to award this solicitation as outlined in the Scope of Work under Section I by Program Type, but the City reserves the right to award in the method that is most advantageous to the City, considering the relative importance of services provided and populations served, geographic distribution of Subrecipients, and targeted populations.

The City reserves the sole discretion to determine whether an Application is responsive. City reserves the right to reject any or all bids and to waive minor irregularities or discrepancies in any Application as may be in the best interest of City. Late bids will not be considered for award.

Ownership During the term of the Subrecipient Agreement and for a period of five (5) years following completion of the Agreement or until completion of any litigations, claims or audits, whichever is later, Subrecipient agrees to provide the City, or any of their duly authorized representatives, with access to all books, accounts, records, reports, files and other papers or property, as required by federal regulations provided in 24 CFR part 570.506 and 2 CFR Part 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Rewards.”

Total Cost of Services and Reimbursement Requests Subrecipient will be asked to submit monthly reports (Attachments H, I, J) accompanied by required documentation outlined above in Section I to the Office of Community Care and Empowerment of program activities and documented expenditures for reimbursement no later than the 20th day of each month for billing.

Subrecipient should outline all costs/pricing using the Budget (Form 2) and should outline these costs and justifications in the Application (Form 1) (or a separate attached document). Costs are paid on a reimbursement basis and require evidence of payment prior to reimbursement request or upon receipt of deliverables tied to timeline and Key Performance Indicators.

Annually, the City of Dallas is required to submit a Consolidated Annual Performance and Evaluation Report (CAPER) for HOPWA to the U.S. Department of Housing and Urban Development (HUD) within 90 days after the end of each program year. The data and information submitted by HOPWA Subrecipients on or with monthly reports is used to compile this annual report to HUD. In addition, the City sometimes receives ad hoc data requests from various sources. For these reasons, it is imperative that a successful Applicant have the capacity to submit complete and accurate monthly reports in a timely manner. The City of Dallas reserves the right to request additional or alternative data relating to the successful Applicant’s performance under its contract at any time and for any reason.

Section 2: Program Guidance and Requirements Evaluation Criteria The City will conduct a fair and impartial evaluation of all responsive and complete Applications received in response to this NOFA. Applications will be considered incomplete if they are missing any of the required elements, or if the project description and other information provided is insufficient to determine if the project is eligible for a funding award. Applications that do not demonstrate project appropriateness or the ability to perform the scope of services to scale, as detailed in this NOFA, will not be funded.

Each Application’s content, responsiveness, conciseness, clarity, relevance, and adherence to the instructions in this NOFA will be considered when scoring each category below for a maximum of 100 points. Applications will be scored by a panel of evaluators according to the below criteria. See Attachment B (Evaluation Sheet) for more details on the scoring rubric.

The points listed for each category are the maximum total points that may be awarded for each category based on the scoring rubric.

Performance Measures Each Application (Form 1) should include a comprehensive program Evaluation Plan that demonstrates the impact of the program. The evaluation plan should include the required performance and outcomes measures specified below, as well as any other optional measures that the Applicant determines appropriate to demonstrate the impact of the program.

The Evaluation Plan should clearly articulate:

· A table or chart that includes Applicant’s numeric target goals for each proposed service. Applicant must include, at minimum, numeric goals for all required performance measures (listed below), as applicable, included in this NOFA for each proposed service.

· The Organization’s plan to evaluate the effectiveness and impact of services.

· An explanation of the data collection and evaluation process for each proposed target and for the program overall

· Who is responsible for collection, analysis and reporting of data?

· The frequency with which data is collected and analyzed or a timeline for collecting, analyzing and reporting program data.

Performance Measures for All Projects The following performance measures must be reported for each program year (October to September), in addition to other demographic data required by HUD. The Application (Form 1) must specify an annual goal (by project/facility) for the 12-month period of performance for each required performance measure and any optional performance measure(s) proposed by the Applicant.

All Projects - Required Performance Measures

A household is represented by the one eligible person who qualifies the household for assistance, and does not include family members residing in the unit. If is there is more than one eligible person residing in the unit, one must be designated as the eligible person and the other as a family member.

Application must specify the annual goal for unduplicated households served (by project/facility). A separate goal must be submitted for each project/facility for which funding is requested.

Facility Based Housing, Emergency Vouchers, and Master Leasing - Required Performance Measures

The Annual Goal for Nights of Housing is calculated as the number of units in the facility or master leased units (regardless of unit size), times 360 nights, time 95% occupancy. Note: In the case of shared housing, a physical unit may be counted as multiple units where more than one household resides in the physical unit.

Actual Nights of Housing are calculated as the sum of the nights during the annual term of the contract that a unit is occupied by an eligible household.

Annual Goal will be calculated by the City for each facility and for master leasing based on the methodology outlined here.

Housing Information Services - Required Performance Measures

· Number receiving referrals to homeless prevention resources.

· Number referred to sign up on a Public Housing Authority (PHA) wait list.

· Number confirmed signed up on PHA wait list.

· Number receiving other referrals.

· Number of users of satisfied or very satisfied with the HIV Housing Resource Center Application must specify the annual goal.

· Number of visits to the website

· Number completing at least one housing search.

· Number of users satisfied or very satisfied with the HIV Housing Resource website/database Application must specify the annual goal.

Supportive Services Only - Required Performance Measures

For commodity-based services: Number of Units of Service Provided (e.g., Number of Bus Passes Provided, Number of Meals provided, etc.)

Application must specify the annual goal.

Optional Performance Measures The Application may include one or more additional performance measures that are appropriate to demonstrate the performance of the project. If the organization measures other performance measures relating to its project, include a description of those performance measures and how they will be measured, tracked, or reported each year, in the Work Plan. Be aware that the organization’s performance measures may be in addition to, but cannot be substituted for, those required by HUD above.

Outcome Measures for All Projects The following outcome measures must be reported for each program year, in addition to other demographic data required by HUD. These include Housing Outcomes and Access to Care Outcomes.

The Application may include one or more additional outcome measures that are appropriate to demonstrate the outcomes of the project. If the Organization measures other outcomes relating to its project, include a description of those outcome measures and how they will be measured, tracked, or reported each year. Be aware that the Organization’s outcome measures may be in addition to, but cannot be substituted for, those required by HUD below.

Housing Outcomes:

A successful Applicant will be required to collect and report data on housing stability. For HOPWA purposes, HUD defines stable housing based on the number of unduplicated households who remain in the program at the end of the year and those that have exited to a stable situation during the year. HUD also requires data on clients who exit to other situations, as outlined in the chart below. Annual goals are established by the City of Dallas for these required outcome measures as shown below.

Housing Outcomes

· Remaining in the program, and

· Exiting to:

· Other HOPWA Housing

· Other Housing Subsidy

· Private Housing

· Other Subsidy (Stable

· Institution Setting (for more than 6 months)

Measured as a percentage of the total households served during the 12-month period of performance.

Tenant Based Rental Assistance (TBRA) Permanent Housing Placement (PHP)

· 97% Stable

· 1% Temporary

· 2% Unstable

Short-Term Rent/Mortgage/Utility (STRMU) Housing Information Services (IHIS)

· 55% Stable

· 42% Temporarily Stable

· 3% Unstable

Long-Term Housing Facilities Master Leasing

· 96% Stable

· 1% Temporary

· 3% Unstable

Transitional or Short-Term Facilities Emergency Vouchers

· 58% Stable

· 20% Temporary

· 22% Unstable

· Exiting to:

· Transitional Housing

· Institution Setting (for less than 6 months)

· Non-Transitional (for less than 90 days)

· Exiting to:

· Place Not Meant for Habitation

· Emergency Shelter

· Jail (for less than 6 months)

· Jail (for more than 6 months)

· Disconnected from Care

· Less than 1 year

· 1 to 5 years

· 5 to 10 years

· 10 to 15 years

· More than 15 years Short-Term Rent/Mortgage/Utility Assistance

· Served first time this year

· This year and prior year

· This year and twice in last 5 years

· This year and last 5 years

Access to Care Outcomes A successful Applicant will be required to collect and report data on client access to care and services. To assess client access to care, HUD uses specific proxy measures. Annual goals are established by the City of Dallas for these required outcome measures as shown below.

(reporting only at this time) (83.0% linked to care nationally)

(reporting only at this time) (65.1% virally suppressed nationally; 90.6% in the Ryan White HIV/AIDS Program)

Special Requirements A minimum of 12 months (and preference of 24 months) of relevant experience providing this type of service is required. Funding will be awarded based on an assessment of experience, qualifications, and Work Plan provided by the Organization. Organizations that cannot demonstrate this minimum may be considered if they can provide examples of other similar experience that supports the assertion (social work case management) that the organization has the capacity and experience to administer a housing and/or supportive services program. Preference will be shown for organizations that meet minimum requirements.

Insurance Prior to execution of the agreement, the successful Organization shall furnish evidence of coverage with a company satisfactory to the City and authorized to do business in the State of Texas. Funds provided under the Subrecipient Agreement cannot be used to pay for the required insurance. An example of insurance requirements is listed in Attachment C.

Suspension/Debarment No Applications will be accepted from entities that have been suspended, debarred, or otherwise excluded from participation in federal awards. The City will verify the status of the organization and its principals prior to an award.

Records Retention Requirements The successful Applicant shall comply with the audit requirements set forth below. During the term of the Subrecipient Agreement and for a period of five (5) years following completion of the agreement or until completion of any litigations, claims or audits, whichever is later, proposer agrees to provide the City, the United States Department of the Housing and Urban Development (HUD) the Comptroller of the United States, or any of their duly authorized representatives, with access to all books, accounts, records, reports, files and other papers or property, as required by federal regulations provided in 24 CFR part 570.506 and 2 CFR Part 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Rewards.”

Reporting Requirements In order to remain compliance with Federal, State and Local regulations, each Subrecipient will be required to submit monthly reports, attached to this NOFA. Applicants acknowledge that reporting requirements may change at any time during the program period, based on the direction of the HUD and/or needs of the City.

Program expenditures must be consistent with eligible uses outlined in this NOFA. Programming, reporting, and financial management should comply with all applicable federal regulations, including but not limited to 2 CFR Part 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.” These Regulations are available on-line or may be obtained from the City upon request.

Subrecipients will be required to complete and maintain certain documentation, such as, client files, outcome verification documentation, client service agreements, financial health assessments etc. to verify that the services were provided, to whom they were provided, and how those participants were determined to be eligible. Subrecipients will be required to submit monthly reports by the 20th day of each month that include clients served and progress against program goals.

Monthly Reporting Monthly reporting will consist of several documents, attached as Attachments H, I, and J . These attachments serve only as examples of the forms that will be required and will be amended to the specific reporting required for each Subrecipient.

· Monthly Target Analysis – This form is to be completed and submitted monthly outlining progress towards stated performance goals. This should be submitted monthly, no later than the 10th of the month, each month during the contract period regardless of whether or not clients were served, or services were delivered.

· Direct Benefits (demographics) – This form is to be completed and submitted monthly to provide information on clients served through program funding. This should be submitted monthly, no later than the 10th of the month, each month during the contract period regardless of whether or not clients were served, or services were delivered.

· Request for Payment – The request for payment form is used to request reimbursement for eligible costs. This can be used for administrative as well as for direct services. This should be submitted monthly, no later than the 10th of the month, each month during the contract period regardless of whether or not funding is being requested.

Monitoring Review The City reserves the right to conduct periodic on-site monitoring of the Organization’s program and fiscal operations to ensure compliance with terms and conditions of the contract as well as federal, state, and local requirements.

Forms and Attachments The following Forms and Attachments are posted with the NOFA. Applicants are strongly encouraged to read all Forms and Attachments carefully.

Form 1 – Application Form 2 – Budget Form 3 – Organization Information Form 4 – Board Information Form 5 – Suspension/Debarment Certification Form 6 – Federal Funding Acountability and Transperancy Act Certification Attachment A – Responsiveness Checklist Attachment B – Evaluation Sheet Attachment C – Insurance Requirements Attachment D– Subrecipient Notification Attachment E– Statement of Services Attachment F - HOPWA Provisions Attachment G-Income Guidelines and Rent Standards Attachment H- Request for Payment (Request for Payment Form, Request for Payment Detail, Leveraging/Match Report, Budget Revision Request Form, and Budget Justification) Attachment I - Proofs of Performance (Monthly Target Analysis, Overview of Accomplishments Attachment J - HOPWA CAPER Report (Part 1 – Demographics) and HOPWA CAPER Report (Part 2 – Expenditures) Attachment K - Lobbying Certification for Contracts, Grants, Loans, and Cooperative Agreements Attachment L - Appendix II to 2 C.F.R. Part 200--Contract Provisions for Non-Federal Entity Contracts Under Federal Awards

Audit Requirements The City may review any and all of the services performed by the Subrecipient under the contract. The City is granted the right to audit, at the City’s election, all of the Subrecipient’s records and billings relating to the performance of the contract. The contractor agrees to retain such records for a minimum of five (5) years following completion of the contract. Any payment, settlement, satisfaction, or release made or provided during the course of performance of the contract shall be subject to the City’s rights as may be disclosed by an audit under this section. The City will monitor Subrecipient’s activities and performance to evaluate progress towards contractual expenditure, performance, and compliance goals. Monitoring may include all phases and aspects of Subrecipient's performance to determine compliance with the contract requirements, including the adequacy of Subrecipient's records and accounts. Contracts are also monitored by reviewing monthly reimbursement reports. The City may conduct an onsite monitoring site visit at any time during the contract term.

Single Audit If the Applicant has expended $750,000 or more in its past fiscal year ($1,000,000 or more for fiscal years beginning on or after October 1, 2024), a copy of the Applicant’s Single Audit shall be provided as required by 2 CFR Part 200, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Rewards.”

Audited Financial Statement If an Organization does not expend $750,000 or more ($1,000,000 or more for fiscal years beginning on or after October 1, 2024) in federal funds, audited financial statements are required but not subjected to the 2 CFR Part 200, Subpart – Audit Requirements. Audited financial statements shall be examined by an independent certified public accountant (CPA) in order to issue an opinion (unqualified, qualified, adverse, or disclaimer) regarding adherence to generally accepted accounting principles (GAAP). This is an external financial audit conducted in accordance with the American Institute of Certified Public Accountants (AICPA) standards by someone not directly connected with the organization.

Audited financial statements typically would include the following six components prepared in accordance with AICPA standards. (Computer printouts from the organization’s accounting software are not sufficient for this purpose.)

· Independent Auditor’s Report

· Statement of Financial Position (balance sheet)

· Statement of Activities (revenue/expense or profit/loss statement)

· Statement of Cash Flows

· Accompanying notes to the financial statements

· Statement of Functional Expenses

A copy of the Applicant’s latest Audit Financial Statements shall be provided. Audited financials should be no more than 18 months old from the date of submission of the Application. If the agency is in the process of establishing audited financials, the Applicant may submit unaudited financial statements however award decision may be withheld until satisfactory audited financials can be provided.

Service Completion Schedule The contract is expected to end no later than September 30, 2026, subject to the City exercising…