RFP Document 23RFP032223B-EC

#23RFP032223B-EC

2023 Emergency Solutions Grant Program for

Fulton County Department of Community Development

ESG CARES ACT (COVID) Application

Release Date: Thursday, April 27, 2023

Technical Assistance Workshop: Thursday, May 11, 2023

Application Due Date: Friday, May 26, 2023

PURCHASING CONTACT: ELSA D. CASTRO at (404) 612- 4216 E-MAIL: Elsa.Castro@fultoncountyga.gov mailto:Elsa.Castro@fultoncountyga.gov

Table of Contents

Overview and Eligibility Page 3-4

Request for Proposal/Application Timeline Page 5

Technical Assistance Workshop Schedule Page 6

Contract for Services Guidelines Page 7

Expectations and Operational Specifications Page 8

Review Process, Evaluation Criteria, Eligibility Review, Funding Allocation Protocol

Contact Guidelines during Procurement Process Page 10

Eligible Grant Activities, Terms and Definitions Page 11

Application Checklist Page 12-13

ESG CARES Act Application Page 14-19

Signature Certification Page 20

ESG Application Terms/Definitions/Conditions Page 21-22

ESG RFP/Application Reminders Page 23

Forms’ F and G: Georgia Security & Immigration Contractor Affidavits Page 24-29

Sample Documents Page 30-35

I. OVERVIEW & ELIGIBILITY

1. Funding allocations will be made to qualifying nonprofit government agencies providing eligible services in Fulton

County, outside of the city of Atlanta. Please note that grant funds are reimbursable; your agency must have the capacity and cash flow to incur eligible costs. The County encourages collaborative submissions which define a strategic approach to addressing critical needs in our community.

2. The primary objective of the Emergency Solutions Grant (ESG) Program CARES Act is to prepare, prevent and respond to COVID-19. ESG is also designed to assist people in quickly regaining stability in permanent housing after experiencing a housing crisis and/or homelessness, through the following services: Street Outreach, Emergency Shelter, Homeless Prevention, Rapid Re-Housing, and Homeless Management Information System (HMIS).

3. The application funding will focus on the following categories:

Emergency Shelter $50,000.00 Essential Services for individuals and families in emergency shelter.

Component services generally consist of case management, childcare, education services, employment assistance and job training, outpatient health services, legal services, life skills training, mental health services, substance abuse treatment services, and transportation.

Shelter Operations, including maintenance, rent, security, fuel, equipment, insurance, utilities, and furnishings.

Relocation assistance for persons displaced by a project assisted with ESG funds. For specific requirements and eligible costs, see 24 CFR 576.102.

Homelessness Prevention - $254,100.77 Housing relocation and stabilization services and/or short and/or medium-term rental assistance necessary to prevent the individual or family from moving into an emergency shelter or another place described in paragraph (1) of the “homeless” definition in § 24 CFR 576.2.

Component services and assistance generally consist of short-term and medium-term rental assistance, rental arrears, rental application fees, security deposits, advance payment of last month's rent, utility deposits and payments, moving costs, housing search and placement, housing stability case management, mediation, legal services, and credit repair. For specific requirements and eligible costs, see 24 CFR 576.103, 576.105, and 576.106

4. This program is funded and regulated at the federal level by the U.S. Department of Housing and Urban Development (HUD) and administered locally by the Fulton County Department of Community Development. It is authorized under Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009 (HEARTH Act).

5. A Selection Committee will review all applications for compliance with requirements and make funding recommendations to the Fulton County Board of Commissioners (BOC).

6. Client Income Limits

• For Homelessness Prevention assistance, households must have an income BELOW 50% AMI at initial evaluation, and have no other housing options, financial resources, or support networks. At re-evaluation - not less than once every three months - the participant must have an annual income LESS THAN OR EQUAL TO 50%

AMI.

• The 50% AMI limit does not apply to program participants who are being served under the Emergency Shelter or Street Outreach components.

FY 2022 ESG Extremely Limits (50% AMI) Atlanta-Sandy Springs-Roswell, GA HUD Metro FMR Area

Area 1-person 2-person 3-person 4-person 5-person 6-person 7-person 8-person

Very Low $33,750 $38,600 $43,400 $48.200 $52,100 $55,950 $59,800 $63,650

Extremely low income $20,250 $23,150 $26,050 $28,900 $32,470 $37,190 $41,910 $46,630

Low $54,000 $61,700 $69,400 $77,100 $83,300 $89,450 $95,650 $101,800

7. ESG funded agencies are required to participate in the (HMIS) ClientTrack or comparable database for DV.

a. Agency must have a project set up in ClientTrack or comparable database for DV and enroll clients served by the project.

b. Agency must include complete enrollment of client to include all fields (i.e. social security, date of birth of all in the household, first and last name of all in the household, etc., client services and case notes, etc.)

8. ESG funded agencies are required to participate in a minimum of 50% of the CoC Membership meetings.

9. Funding

A. ESG COVID

• Term: 12 months. Grant agreement start date will be determined per the approval of the grant recommendation by the Fulton County Board of Commissioners.

• Estimated Funds Available: Emergency Shelter - $50,000.00

Homeless Prevention - $254,100.77

• Grant Allocation: $25,000, minimum, and $50,000 maximum.

II. IMPLEMENTATION TIMELINE

Date Action

April 27, 2023 REQUEST FOR PROPOSAL (RFP) RELEASED – Emergency Solutions Cares Act Reallocation RFA released with a public notice of available funds, RFP guidelines, and process.

May 11, 2023 VIRTUAL PRE-PROPOSAL CONFERENCE AND TECHNICAL ASSISTANCE WORKSHOPS

May 16, 2023 RFP QUESTIONS- the last day for questions to be submitted to Fulton County Purchasing, 2:00 p.m.

May 26, 2023 RFP DEADLINE, 3:00 pm - submission of the RFP and attachments via the Fulton County BidNet online application system. Hard Copy applications will not be accepted.

May 25-29, 2023 INITIAL ELIGIBILITY REVIEW- Fulton County staff review RFPs for initial eligibility.

May 30- June 2, 2023 RFP EVALUATIONS- Evaluation Committee review and recommendation process.

July 12, 2023 2023 EMERGENCY SOLUTIONS GRANT CARES ACT PROGRAM RFP RECOMMENDATIONS-presented to the Fulton County Board of Commissioners (BOC) for approval.

July 12, 2023 AWARD NOTIFICATION - pending final action by BOC, a letter will be sent to vendors based on the funding award.

July 17-19, 2023 SCOPE NEGOTIATIONS- vendors review and make modifications to applicable sections of the original proposal via BidNet.

July 21, 2023 Q&A Office Hours- virtual 2023 Emergency Solutions Grant Cares Act Q & A Session 10:00 am-12:00 pm

July 24-28, 2023 CONTRACTS- contract development and signature process by Vendor, Community Development, County Attorney, County Clerk and County Commission Chair.

September 15, 2023 INVOICE SUBMISSION- vendors submit invoice for services rendered the 15th of each month through the performance period of contract.

TBD SITE VISITS- administrative, operational, and programmatic observations are conducted for each funded agency.

Monthly PERFORMANCE REPORT- due monthly with invoice submission.

Virtual Pre-Proposal Conferences and Technical Assistance Workshops for the Emergency Solutions Grant Program Please RSVP for a T.A. workshop by e-mailing:

Ann.isaac@FultonCountyGa.gov and copy Elsa.Castro@FultonCountyGa.gov Please include your name, agency name, and e-mail address in the RSVP

Virtual Pre-Proposal Conferences and Technical Assistance Workshops (Option 1)

Thursday, May 11, 2023 10:00am – 12:00pm

*Zoom meeting ID and Password will be provided to those who RSVP for this date.

Virtual Pre-Proposal Conferences and Technical Assistance Workshops (Option 2)

Thursday, May 11, 2023 1:00pm – 3:00pm

*Zoom meeting ID and Password will be provided to those who RSVP for this date.

mailto:Ann.isaac@FultonCountyGa.gov mailto:Elsa.Castro@FultonCountyGa.gov

CONTRACT FOR SERVICES

The Contract Year shall be August 1, 2023 – June 30, 2024, of the funding year indicated in the application. Contracts for services to be rendered under the Emergency Solutions Grant Program shall be between the responsible vendor (primary agency) and Fulton County Government. Vendors will be informed of the contract signing period. Contracts must be signed by the agency’s authorized representative.

Failure to submit requested information and signed contracts in accordance with the established procedures will void funding awards. Any unspent funds four months into the contract may be voluntarily recaptured and reallocated.

Funding Disbursements ESG funding is by reimbursement only and will be dispersed through the County’s vendor payment process. Disbursement of funds will be contingent upon providers staying in compliance with the terms of their contract.

Record Retention Each vendor receiving funding from Fulton County is required to keep detailed records on how Fulton County funds were spent, a copy of the executed contract, and any additional information pertaining to the program for a minimum of three years.

Fulton County Internal and/or U.S. Department of Housing and Urban Development (HUD) Audit Fulton County or HUD may call for an audit of the Emergency Solutions Grant. Agencies that receive audits are selected by the Fulton County Internal Audit Division and or the HUD Agency.

Reporting Requirements Each agency is required to submit performance reports and required supportive documentation. The performance report is a performance measurement tool administered to assist with monitoring program performance and contract compliance.

Report due dates will be specified in the ESG contract. Funded agencies will receive guidelines for reporting. Failure to adhere to the program report requirements will delay additional payments on a contract and gives cause to reject a request for continuation of funds.

Program Monitoring Staff from the Department of Community Development will conduct agency/ program site visits to monitor the contract compliance of operations, programming, and services.

Failure to adhere to prescribed procedures, to perform contractual services or to submit reporting or audit requirements may result in the termination of the contract, and reimbursement of funds.

EXPECTATIONS

1. Agency/Municipality will engage in direct or modified, per local COVID-19 standards, client contact to conduct client/household assessment.

2. Agency/Municipality will engage in client contact, per local COVID-19 standards, (in person or via telephone) and provide appropriate supportive services to clients.

3. The agency/municipality will engage in direct client contact, per local COVID-19 standards, to identify household’s needs and appropriate interventions.

4. Agency/Municipality will utilize HMIS.

5. Agency/Municipality must be accessible to households experiencing homelessness, including the offering of flexible hours (evenings/weekends) and methods, e.g. phone screening.

6. Agency /Municipality will make client records and HMIS data available for system performance and monitoring purposes by Fulton County.

7. Agency/Municipality should ensure services provided are accessible to clients i.e. via phone or in person.

8. Agency/Municipality will provide service delivery and appointment times that meet the needs of clients including early mornings, evenings, and weekends.

9. Agency/Municipality will provide case plans, as appropriate, that identify objectives and delineation of responsibilities.

OPERATIONAL SPECIFICATIONS

1. The awardee will be required to submit a current Certificate of Declaration of Insurance, with Fulton County

Government added as an “Additional Insured”. Language reflecting “Fulton County Government as an “Additional Insured” must be stated on the certificate.

2. All applicants are required to submit FORM F: Georgia Security and Immigration Contractor Affidavit and Agreement and as applicable FORM G: Georgia Security and Immigration Subcontractor Affidavit.

3. The proposed project must take place in a facility that is accessible under Americans with Disabilities Act (ADA) guidelines. For more information or technical assistance, call the Fulton County Office of Diversity and Civil Rights Compliance (DCRC), 404-612-7390.

4. Agencies will be required to utilize the Fulton County Homeless Management Information System (HMIS). HMIS is a U.S. Department of Housing and Urban Development (HUD) database which collects data on housing and services for the County’s homeless prevention and work with the homeless. For more information on HMIS, e-mail the Fulton County Emergency Solutions Grant Program at ann.isaac@fultoncountyga.gov.

5. Agencies within each service category that receives ESG funding to support homeless services must utilize the Coordinated Entry process for Fulton County. The primary purpose of a coordinated assessment system is to provide rapid, effective, and the consistent client to housing and service matches regardless of the client’s location within the CoC’s geographic area. The goal is to minimize time and frustration for people who need help; to maximize the use of the system (Fulton County CoC) resources and to identify service gaps. For more information e-mail the Fulton County Emergency Solutions Grant Program ann.isaac@fultoncountyga.gov.

mailto:ann.isaac@fultoncountyga.gov

CHARACTERISTICS OF PROGRAMS to be FUNDED

• Results-Driven: program focuses on improving the conditions of well-being of participants with a tracking system in place to measure the program’s impact.

• Evidence-based Practice: program has a significant level of quantitative and qualitative data showing positive outcomes.

• Innovative: program addresses gaps in current systems, tests new approaches, or uses creative strategies to address unmet needs.

• Collaborative: agency partners with one or more organizations to achieve mutual intended outcomes. Two or more local communities/non-profits working in support of a single or collaborative project.

• Systemic Approach: program engages in policy analysis and action that enables us to identify and influence the key root causes of issues negatively impacting Fulton County’s residents.

REVIEW PROCESS AND EVALUATION CRITERIA

The review and scoring of proposals consist of four (4) components:

1. Eligibility Review

2. Evaluation Committee Review (Subject Matter Experts)

3. Funding Allocation Protocol

4. Final Review and action by the Fulton County Board of Commissioners

ELIGIBILITY REVIEW

Eligibility Review is the initial screening phase of the submitted Emergency Solutions Grant Applications. The eligibility review is initiated by the Purchasing Department who ensures the proper and timely submission of the proposals by the deadline. The eligibility review continues with the Department of Community Development who ensures that the proposals include the required information as outlined in the Application.

The contents of each proposal submitted via (BidNet) are reviewed to assure that the required documentation was uploaded and meets the initial eligibility requirement. If a submitted proposal is missing any of the required documentation, then the proposal is not forwarded for further review. Proposals that comply with submittal criteria and content requirements will be forwarded to the Evaluation Committee for review and scoring.

FUNDING ALLOCATION PROTOCOL

The Funding Allocation Protocol is an administrative task performed at the third stage of review. Each application will receive a total score, which are the summed internal and external reviewer scores. If there is a 20-point differential in the internal and external reviewer scores, and that difference significantly impacts the outcome of the rating, the reviewers will be asked to confer regarding the disparity in scores.

The recommended funding amount is determined using the percentage of total points for the threshold requirement of 75 for the application received.

An agency’s actual funding award may be less than the recommended amount based on the availability of ESG funding. Requested funding amounts must be supported in the submitted proposal and fall within the defined funding parameters (i.e. minimum request $25,000; maximum request $50,000, etc.). Proposals that do not fall within the established funding parameters will be deemed ineligible. Requested amounts that are not supported by the submitted proposal will be subject to reductions. The funding allocation protocol will be used to help guide funding recommendations based on the grant budget, individual proposal requests and proposal scores. Based on the availability of ESG funding allocated in the respective budget year, proposals that score high in service identified categories, will have a greater likelihood of being recommended for funding. The score driven funding package is reviewed to certify that it collectively addresses the objectives and desired outcomes outlined in the two (2) ESG service categories. The Fulton County Board of Commissioners (BOC) receives the proposed funding package for review and final action.

NO CONTACT DURING APPLICATION PROCESS

It is the policy of Fulton County that the evaluation and award process for County contracts shall be free from both actual and perceived impropriety, and that contacts between potential applicants and County officials, elected officials and staff regarding pending awards of County contracts shall be prohibited.

A. No person, firm, or business entity, however situated or composed, obtaining a copy of or responding to this solicitation, shall initiate or continue any verbal or written communication regarding this solicitation with any County officer, elected official, employee, or designated County representative, between the date of the issuance of this solicitation and the date of the County Manager’s recommendation to the Board of Commissioners for award of the subject contract, except as may otherwise be specifically authorized and permitted by the terms and conditions of this solicitation.

The ordinance is in effect as of the submittal deadline. The provisions of this Ordinance shall not apply to oral communications at any public proceeding, including Pre-Application Conferences, oral presentations/interviews before an Evaluation committee, and contract negotiations during any public meeting. Provisions of the ordinance shall terminate at the time that the BOC awards or approves a contract, rejects all applications or otherwise takes action which ends the solicitation process.

CLARIFICATION AND ADDENDA

Applicants may submit requests for clarifications or interpretations regarding this APPLICATION. Applicants must prepare such requests in writing for the County’s consideration as set forth in this section of this APPLICATION. While the County has not placed an initial limitation on the number of requests which can be submitted, Applicants are cautioned that if Applicants do not request meaningful clarifications or interpretations in an organized manner (e.g., limited frequency of requests), the County will set restrictions on the frequency and number of requests permitted. The County will not respond to requests, oral or written, received after 3 p.m., on Friday, May 26, 2023. Applicants are advised that this section places no obligation on the part of the County to respond to any or all requests for clarification or interpretation, and that the County’s failure to respond to any such request will not relieve the Applicant of any obligations or conditions required by this APPLICATION.

CONTACT PERSON AND INQUIRIES

Any questions or suggestions regarding this APPLICATION shall be submitted in writing to the BidNet via email at https://www.bidnetdirect.com/georgia/fultoncounty.

(Note: You will be required to set up a FREE registration with BidNet Direct to access the Q&A feature). Any response made by the County shall be provided in writing to all Applicants. No verbal responses shall be authoritative. The County will not respond to requests, oral or written, received after 2 p.m., on Tuesday, May 16, 2023.

Fulton County does not discriminate on the basis of disability in the admission or access to its programs or activities. Any requests for reasonable accommodations required by individuals to fully participate in any open meeting, program or activity of Fulton County Government should be directed to Elsa D. Castro, Department of Purchasing and Contract Compliance, Chief Assistant Purchasing Agent or email: Elsa.Castro@FultonCountyGa.gov and 404-612-4216.

In accordance with the provisions of the ADA, this document can be requested in an alternate format. If you need reasonable modifications due to a disability, including communications in an alternate format, please contact Mario Avery, Purchasing Department’s Disability Contract Compliance Administrator at or email:

Mario.Avery@FultonCountyGa.gov and 404-612-6307 seven days in advance to facilitate your request. For TDD/TTY or Georgia Relay Service Access, Dial 711.

mailto:Elsa.Castro@FultonCountyGa.gov mailto:Mario.Avery@FultonCountyGa.gov

ELIGIBLE GRANT ACTIVITIES, TERMS, AND DEFINITIONS

1. Emergency Shelter Renovation of a building to serve as an emergency shelter. Site must serve homeless persons for at least 3 or 10 years, depending on the cost and type of renovation (major rehabilitation, conversion, or other renovation). Note: Property acquisition and new construction are ineligible. -FYI, the project becomes a CEST (Categorically Excluded Subject to §58.5) and not Exempt or CENST (Categorically Excluded Subject to §58.5 or §58.34)

Essential Services for individuals and families in emergency shelter. Component services generally consist of case management, childcare, education services, employment assistance and job training, outpatient health services, legal services, life skills training, mental health services, substance abuse treatment services, and transportation.

Shelter Operations, including maintenance, rent, security, fuel, equipment, insurance, utilities, and furnishings.

Relocation assistance for persons displaced by a project assisted with ESG funds.

For specific requirements and eligible costs, see 24 CFR 576.102.

2. Homeless Prevention Housing relocation and stabilization services and/or short- and/or medium-term rental assistance necessary to prevent the individual or family from moving into an emergency shelter or another place described in paragraph (1) of the “homeless” definition in § 576.2.

Component services and assistance generally consist of short-term and medium-term rental assistance, rental arrears, rental application fees, security deposits, advance payment of last month's rent, utility deposits and payments, moving costs, housing search and placement, housing stability case management, mediation, legal services, and credit repair. For specific requirements and eligible costs, see 24 CFR 576.103, 576.105, and 576.106.

III. APPLICATION CHECKLIST

Submission Requirements Documentation Check if Enclosed

1. The applicant must

a. have nonprofit status for at least one (1) full year, or

b. have two (2) full years of operating experience under another nonprofit entity, or

c. be a local governmental entity or agency

(governmental agencies can skip to line 5)

ATTACHMENT 1:

a. Provide a copy of a 501 (c)(3) designation letter from the Internal Revenue Service if a non-profit applicant

b. If operating under another nonprofit, please provide a copy of the Memorandum of Understanding.

2. The applicant must be registered to conduct business in the State of Georgia at the time of application. (Not applicable to governmental agencies)

ATTACHMENT 2:

Provide a copy of current certification from the GA Secretary of State. For assistance, please visit: www.sos.ga.gov

3. The applicant must have an audit or audited financial statements (if budget is less than $25,000 annually) prepared by a qualified accountant or accounting service, covering the last two most recent reporting periods of operation. Copies of each audited financial statement must be submitted with the application. Reviews and Compilations will not be accepted. Audit findings will make the applicant ineligible to receive assistance. (Not applicable to governmental agencies) In the event that any subrecipient is unable to provide current financial documents that can demonstrate that they can successfully comply with the financial requirements of the funding, then that subrecipient may not be able to move forward with completing their grant funding request.

ATTACHMENT 3:

Provide one copy each of the last two most recent audited financial statements that meet the criteria described. Include management letters if applicable.

4. Non-profit organizations must have an active Board of Directors within the last 12 months. (Not applicable to governmental agencies)

ATTACHMENT 4: Provide list of board members authorization for the submittal of this application. Please also include a copy of Conflict-of-Interest Statement from the Board of Directors.

5. The applicant must have at least twelve (24) months experience directly related to the proposed project or program.

ATTACHMENT 5: - Provide funding commitments displayed on letterhead, resumes of principal staff and personnel directly working on the project, and include descriptions of the applicant’s previous related program activities.

6. The applicant must submit a written copy of its financial management procedures, including staff responsibilities and required procedures.

ATTACHMENT 6: Provide a copy of the agency’s written financial management procedures, and a current organization chart.

7. Each applicant must complete the Fand G forms and submit proof of insurance for the following types of insurance: General Liability, Auto Liability, and Worker’s Compensation

ATTACHMENT 7: Provide signed and notarized copies of F and G forms and a copy of Certificate of Insurance.

8. Each applicant must submit proof that the organization has registered with the U.S. System for Award Management. Visit www.sam.gov

ATTACHMENT 8: Provide proof of registration with the U.S. System for Award Management.

http://www.sos.ga.gov/ http://www.sos.ga.gov/ http://www.sam.gov/ http://www.sam.gov/

9. The contract period for the project, if approved, will begin on June 1, 2023, per the Fulton County Board of Commissioners approval of grant recommendation.

ATTACHMENT 9: Provide a projected timeline of proposed activities for each funding year.

10. Resolution that authorizes the submission of the application.

ATTACHMENT 10: Signed resolution.

All submitted materials will be used in determining the organization’s eligibility for funding.

IV. AGENCY INFORMATION

Agency Name:

Mailing Address:

Telephone Number: Email:

Contact Person: Title:

DUNS Number: Tax ID #:

PROGRAM INFORMATION

Program Title:

Program Location:

V. DISTRICT SERVICE AREA

Service Area 1 2 3 5 6 Emergency Shelter

Homelessness Prevention

VI. EVALUATION CRITERIA

1. State the total number of unduplicated Fulton County clients projected to be served with ESG CARES Act funding separately: __________________________________________________________________

2. State the amount of ESG funding that your agency is requesting to support your program ((Funding minimum is $25,000 per agency and application and funding maximum is $50,000)

ESG COVID Activity Amount Detailed Explanation of Funding

Emergency Shelter

Homeless Prevention

Total

VII. Grant Application Evaluation Criteria

Applicant’s responses must include the appropriate and requested information in sufficient detail to demonstrate the Applicant’s knowledge, skills, and abilities to provide the requested services and will be reviewed and evaluated based on each Applicant’s responses. Applicants not meeting a scoring threshold of 75 or higher will not be considered for funding.

1. Executive Summary (Maximum points for section is 12 out of 100) Provide an Executive Summary (Overview) of the program. (300 words or less)

(Excellent) 3 points per criteria met for a total of 12 points

1. Purpose of the program is clear and thorough. (3 points)

2. Provides a summary of all methods used, results to be obtained and requires less than 40% of ESG funding to meet the annual program budget. (3 points)

3. Provides history of past grant performance with Fulton County Government and performance metrics for the last ten years that demonstrates significant impact. (3 points)

4. Conclusion is strong and reiterates the goal behind the plan. (3 points) (Good) 2 points per criteria met for a total of 8 points

1. Purpose of the program is somewhat clear and has a few areas that need additional supporting research. (2 points)

2. Provides some of the methods used, results to be obtained and requires 31% to 50% of ESG funding to meet the annual program budget. (2 points)

3. Provides history of past grant performance with Fulton County Government and a performance metric that shows impact for five or more years. (2 points)

4. Conclusion is a summary of the procedures used and needs a more specific goal. (2 points)

(Fair) 1 point per criteria met for a total of 4 points

1. Purpose of the program is unclear and incomplete. (1 point)

2. Provides a vague listing of methods used, has no information on the results to be obtained, and budget requires more than 50% of ESG funding to meet the annual program budget. (1 point)

3. Provides history of past grant performance with Fulton County Government and a performance metric that shows impact for less than five years. (1 point)

4. Conclusion is weak and does not site a specific goal for the project. (1 point)

2. Citizen Needs (Maximum points for section is 15 out of 100) Describe the need (or problem) in Fulton County, except for Atlanta, that you are proposing to address with ESG funding. (300 words or less) (Excellent) 3 points per criteria met for a total of 15 points

1. Identifies and describes the specific need adequately. (3 points)

2. Describes the underserved population service area. (3 points)

3. Identifies how many Fulton County residents will be served by gender, race, age, income, and County Commission District. (3 points)

4. Describes how proposed project will assist and impact the target population.

(3 points)

5. Provides statistics (federal, state, and or local) for the need or problem that the program is proposing to address. (3 points) (Good) 2 points per criteria met for a total of 10 points

1. Specific need is partially identified. (2 points)

2. Population service area is partially identified. (2 points)

3. Identifies how many Fulton County residents will be served by only two of the five variables (gender, race, age, income, and or County Commission District).

(2 points)

4. Application has some strong points but lacks specifics on meeting the need of the target population. (2 points)

5. Provides general statistics (not based on actual federal, state, or local data) for the need or problem that the program is proposing to address. (2 points)

(Fair) 1 point per criteria met for a total of 5 points

1. Provides a vague description of the specific need to be addressed. (1 point)

2. Provides a vague description of the population service area. (1 point)

3. Identifies how many Fulton County residents will be served, but does not include the five variables (gender, race, age, income and County Commission District). (1 point)

4. Information provided on meeting the needs of target population is weak.

(1 point)

5. Statistics provided are not related to the need or problem that the program is proposing to address. (1 point)

3. Approach and Design (Maximum points for section is 15 out of 100)

Describe the specific activities and services that your program will provide to support one or more ESG activities, and how your program will accomplish it. (300 words or less)

(Excellent) 3 points per criteria met for a total of 15 points

1. Identifies specific activities and services that will be provided to support one or more ESG activities. (3 points)

2. Identifies how the activities and services will be accomplished. (3 points)

3. Application addresses three ESG activities. (6 points)

4. Provides more than seven instances of community collaborative relationships to assist organization in addressing the need. (3 points)

(Good) 2 points per criteria met for a total of 10 points

1. Generally identifies activities and services that will be provided to support one or more ESG activities. (2 points)

2. Generally identifies how the activities and services will be accomplished.

(2 points)

3. Application addresses two ESG activities. (4 points)

4. Provides 4-7 instances of supporting community collaborative relationships to assist organization in addressing the need. (2 points)

(Fair) 1 point per criteria met for a total of 5 points

1. Provides a vague description of the activities and services to be provided to support one or more ESG activities. (1 point)

2. Provides a vague description of how the activities and services will be accomplished. (1 point)

3. Application addresses one ESG activity. (1 point)

4. Provides less than four instances of supporting community collaborative relationships to assist organization in addressing the need. (1 point)

4. Program Performance Measures (Maximum points for section is 15 out of 100) Describe the ESG program measures per the activity funding request. (300 words or less)

(Excellent) 3 points per criteria met for a total of 15 points

1. Provides a clear explanation of the methods to be used and the specific goals to be obtained. (6 points)

2. Describes the major milestones to be achieved with a supporting schedule.

(5 points)

3. Identifies the specific data collection tool(s)/ source(s) used to report progress on performance measures. (4 points)

(Good) 2 points per criteria met for a total of 10 points

1. Provides a clear explanation for some of the methods used and the majority of goals for the project. 4 points)

2. Describes most of the milestones for the project with a supporting schedule. (4 points)

3. Identifies a general description of data collection tool(s)/ source(s) used to report progress on performance measures. (2 points)

(Fair) 1 point per criteria met for a total of 5 points

1. Provides a vague description of the methods to be used and goals to be obtained. (2 point)

2. Describes only a few of the major milestones for the project and does not include supporting schedule. (2 point)

3. Provides a vague description of data collection tool(s)/ source(s) used to report progress on performance measures. (1 point)

5. Budget (Maximum points for section is 15 out of 100)

Describe the total Agency budget; total Program budget; and specific amount of ESG funding being requested. (300 words or less).

3 points per criteria met for a total of 15 points

1. Provides a clear description of the agency's current fiscal year budget and their ability to carry out the activities if not funded. (5 points)

2. Provides a clear description of the total program budget for the time period for which ESG funds are being requested. (4 points)

3. Provides reasonable and necessary expenditures for the proposed plan.

(3 points)

4. Includes a complete budgetary schedule/timeline for the length of the program. (3 points)

(Good) 2 points per criteria met for a total of 10 points

1. Provides a general description of the agency's current fiscal year budget and their ability to carry out the activities if not funded. (4 points)

2. Provides a general description of the total program budget for the time period for which ESG funds are being requested. (3 points)

3. Provides most of the reasonable and necessary expenditures for the proposed plan. (2 points)

4. Includes a partial budgetary/timeline schedule for the initial phase of the program. (1 points)

(Fair) 1 point per criteria met for a total of 4 points

1. Provides a vague description of the agency's current fiscal year budget.

(1 point)

2. Provides a vague description of the total program budget for the time period for which ESG funds are being requested. (1 point)

3. Provides minimum expenditures for the proposed plan. (1 points) Includes an unrealistic budgetary/timeline schedule for the program. (1 point)

6. Organization Information (Maximum points for section is 3 out of 100)

Describe the management and staff functions with qualifications and experience that is related to the program for which funds are being requested. (300 words or less)

3 points per criteria met for a total of 3 points

1. Describes all management functions with information about staff qualifications and experience that is related to the program for which funds are being requested. (3 points)

(Good) 2 points per criteria met for a total of 2 points

1. Describes some of the management functions with partial information on staff qualifications and experience that is related to the program for which funds are being requested. (2 points)

(Fair) 1 point per criteria met for a total of 1 point

1. Does not describe the management functions nor provide information about staff qualifications and experience that is related to the program for which funds are being requested. (1 point)

7. Available Resources and Sustainability (Maximum points for section is 12 out of 100)

Describe other funding sources that are available and have been received to support your organization to address this need (or solve this problem). (300 words or less)

(Excellent) 3 points per criteria met for a total of 12 points

1. Provides a list of three or more funding sources and award amounts (corporate, government, foundation, individuals, etc.) that is related to the program for which funds are being requested AND relative to the requested funding amount. (3 points)

2. Provides a clear description addressing how program will continue if funding request is partially funded. (3 points)

3. Provides a clear description of the leverage potential of ESG funding. (3 points)

4. Organization never defaulted on a loan or grant. Organization never returned funds for misuse or inability to meet deliverables. (3 points) (Good) 2 points per criteria met for a total of 8 points

1. Provides a list of at least two funding sources and award amounts (corporate, government, foundation, individuals, etc.) that is related to the program for which funds are being requested AND relative to the requested funding amount. (2 points)

2. Provides a statement that partially addresses how program will continue if partially funded. (2 points)

3. Provides a statement that partially addresses how ESG funding will be leveraged. (2 points)

4. Organization never defaulted on a loan or grant but has returned funds for inability to meet deliverables. (2 points)

(Fair) 1 point per criteria met for a total of 4 points

1. Provides a list of one other funding source and award amount (corporate, government, foundation, individuals, etc.) that is related to the program for which funds are being requested AND relative to the requested funding amount. (1 point)

2. Provides statement that does not adequately address how the program will continue if partially funded. (1 point)

3. Provides statement that does not adequately address how ESG funding will be leveraged. (1 point)

4. Organization defaulted on a loan or grant. Organization returned funds for misuse or inability to meet deliverables. (1 point)

8. Conclusion (Maximum points for section is 6 out of 100) (300 words or less)

(Excellent) 3 points per criteria met for a total of 6 points

1. Provides a summary statement with possible solutions based on the application. (3 points)

2. Places the focus of the project on the required need and relevancy. (3 points)

(Good) 2 points per criteria met for a total of 4 points

1. Provides a summary statement of a few methods used and possible solutions based on the application. (2 points)

2. Places the focus of the project on the required need but does not site the relevancy. (2 points)

(Fair) 1 point per criteria met for a total of 2 points

1. Provides an incomplete summary with vague references to the proposed solutions. (1 point)

2. Places no focus on the required need. (1 point)

9. General Attributes (Maximum points for section is 6 out of 100) General Attribute points will be assessed by the Evaluation Committee based on your responses and information provided throughout the APPLICATION. No additional information or action is required for the General Attribute criteria section.

(Excellent) 3 points per criteria met for a total of 6 points

1. Written with no errors. (3 points)

2. Uses research data that is acceptable and relevant to the proposed program. (3 points)

(Good) 2 points per criteria met for a total of 4 points

1. Written with 1-3 errors (2 points)

2. Uses research data that is somewhat relevant to the proposed program.

(2 points)

(Fair) 1 point per criteria met for a total of 2 points

1. Written with several (more than 3) errors. (1 point)

2. Uses research data that has no connection to the proposed program. (1 point)

10. Bonus (Maximum points for section is 2 additional points) Points will be assessed by the Evaluation Committee based on your response and information provided that address programs and services target “high risk” area(s) within Fulton County, except for Atlanta, (communities or areas within Fulton County that yield low educational, economic, and social outcomes). Demonstrated by response to Question #2 Citizen Needs, inclusive of statistics to support that the area is “high risk” (2 points)

VIII. APPLICATION EVALUATION

• Upon receiving each application, the Emergency Solutions Grant staff will verify that the application is complete, including required attachments. Incomplete proposals will be considered non-responsive and will be issued a declination notice.

• Complete proposals will be evaluated and scored by an Evaluation Committee.

XI. SIGNATURE PAGE

Letter from an Authorized Certifying Official is attached with the following resolution that authorizes the submission of the application.

Name of Applicant: _____________________________________________________________________________ Be it resolved that the Board of Directors or Council of the above-referenced Applicant resolved at its meeting date referenced below, to authorize the Applicant to submit an application to the Fulton County Department of Community Development, Emergency Solutions Grant office for grant funding. The individual referenced below is authorized to execute any documents necessary for application submission and funding.

Meeting Date: _________________________________________________________________________________ Amount Requested: _____________________________________________________________________________ Executor: _____________________________________________________________________________________

I hereby certify that the foregoing resolution was approved by our Board of Directors of Council.

Certifying Official (Signature, Name & Title) Date

I certify that I have completed the application for Fulton County ESG COVID-19 funding. All information contained in this submission has been completed as thoroughly and as accurately as possible, and a governing body resolution or letter from an authorized certifying official approving the submission has been attached. Through this submission, I have defined other funding sources received confirming that if selected for funding, these funds will not supplant or duplicate current sources.

Prepared by (Signature & Date): ___________________________________________________________________

Prepared by (Printed Name & Title): _____________________________________________________________________

Approved by (Signature & Date): _______________________________________________________________________

Approved by (Printed Name & Date): ___________________________________________________________________

ESG RFP/RFA Terms/Definitions/Conditions:

Term Definition

Addendum Revision to the Proposal documents issued by the County prior to the receipt of proposals

Applicant/Agency The entity of individual submitting a proposal in response to this Proposal.

BOC Fulton County Board of Commissioners

Collaboration Partnerships or collaborations in which your program is engaged or will engage and how those partnerships or collaborations work towards efforts to achieve the Funding Objective for the target population.

Commencement of Work The County’s obligation will commence when the contract is approved by the Board of County Commissioners. The County may set a different starting date for the contract. The County will not be responsible for any work done by the proposer, even work done in good faith, if it occurs prior to the contract start date set by the County.

Costs Incurred by Proposers All expenses incurred with the preparation and submission of proposals to the County, or any work performed in connection therewith, shall be borne by the proposer. No payment will be made for proposals received, or for any other effort required of or made by the proposers, prior to commencement of work as defined by a contract approved by the Board of County Commissioners.

Direct Service Expenditures ESG funds utilized to provide services directly to agency/program participants such as payments made on behalf of participants for rent, utilities, food, shelter, transportation (rentals, gas, and participant’s public transportation costs, etc.), (Case Managers, Educators, Subcontractors, etc.), Emergency Solutions CARES Act Program (ESG-CV)

The primary objective of the Emergency Solutions Grant (ESG) Program CARES Act is to prepare, prevent and respond to COVID-19. ESG is also designed to assist people in quickly regaining stability in permanent housing after experiencing a housing crisis and/or homelessness, through the following services that are being solicited for Emergency Shelter and Homeless Prevention.

Homeless Management Information System

A Homeless Management Information System (HMIS) is a local information technology system used to collect client-level data and data on the provision of housing and services to homeless individuals and families and persons at risk of homelessness. Each Continuum of Care (CoC) is responsible for selecting an HMIS software solution that complies with HUD's data collection, management, and reporting standards.

Non-Profit Agency An organization that does not operate for profit and has a 501 (c) 3 designation from the U.S.

Internal Revenue Service.

Operational Expenditures ESG funds used to conduct programmatic functions that associated with the eligible cost of the activities in the application.

Proposal The document submitted by the applicant in response to this proposal application.

Proposal Guarantee Proposer guarantees their commitment, compliance, and adherence to all requirements of the RFP by submission of their proposal.

Term Definition

Proprietary/Confidential Information

Proposers are hereby notified that all information submitted as part of, or in support of, proposals will be available for public inspection after opening of proposals, in compliance with the State of Georgia “The Open Record Act” enacted in March 2012.

Responsible Applicant A person or entity that has the capability in all respects to perform fully and reliably the contract requirements.

Responsive Applicant A person or entity that has submitted a bid or proposal/application that conforms in all material respects to the requirements set forth in the invitation for bids or request for proposals.

Service Delivery Site Physical location where the program in which grant funding is being requested to support is held.

Scope of Work All the services specified, indicated, shown, or contemplated by the Contract. The exact way grant funds will be used.

Subcontractor/sub-consultant An individual, firm, corporation, or any combination thereof, with a direct contract with Consultant/Contractor for the performance of a part of the work.

Target Area / Fulton County Commission District

Geographic area / Commission District in which the agency will deliver services.

Target Population A specific sector of people the agency intends to serve. The description of the target population should include the geographical area (state, city, county, neighborhood, etc.) covered by the people designed for the program, as well as the age group and gender.

Technical Assistance Workshop Workshop held throughout Fulton County to familiarize agencies with the Veterans Services Program, as well as provide agencies with an opportunity to gain clarity needed to submit a proposal that complies with the requirements.

Unduplicated Clients counted once during a specified timeframe, regardless of the number/amount of services received from the agency.

RFP Submission Reminders

Last Day for questions to be submitted to Fulton County Purchasing is:

Thursday, May 16, 2023 By 2:00 p.m.

Deadline for submission of the 2023 ESG RFP/RFA is:

Friday, May 26, 2023 by 3:00 p.m.

RFA must be completed and submitted ONLINE via BidNet Direct system on or before the May 26, 2023, 3:00pm deadline.

Form F and Form G Applicants are required to upload via the FORM F: Georgia Security and Immigration Contractor Affidavit and Agreement, and as applicable FORM G: Georgia

Security and Immigration Subcontractor Affidavit. (See sample at end of RFA).

Upload Via Purchasing Bid page - BidNet Direct:

https://www.bidnetdirect.com/georgia/fultoncounty

(Note: You will be required to set up a FREE registration with BidNet Direct to use the upload feature)

***Hard copy and Facsimile RFP/RFAs WILL NOT be accepted.***

**RFP/RFAs received after the deadline WILL NOT be accepted. **

*Incomplete RFP/RFAs WILL NOT be processed. * https://www.bidnetdirect.com/georgia/fultoncounty

Fulton County

ATTACHMENT F-1: Policy 100-28

Georgia Security and Immigration Compliance Act (01/01/2010)

Affidavit Verifying Status of Benefit Applicant

Pursuant to the Georgia Security and Immigration Compliance…