FY 2013 Housing Counseling Grant ApplicationFebruary 14, 2013 Presented by: Staff of the Office of Housing Counseling
Our Presenters today are: • Brian Siebenlist • William McKee • Ashley McAskill • Anita Olson • Stuart Mindes • Stephanie Williams • Kim Jakeway • Virginia Holman
First NOFA issued by the Office of Housing Counseling. • Over the summer “success teams” of stakeholders met to discuss ways to improve the grant application • Changes made to application based on that feedback • To reduce the time and cost of preparing an application • To have more quantitative responses and less narratives. • To reward high capacity/high impact agencies • To encourage networks of agencies.
What we will Discuss • During today’s webinar, we will discuss • Changes to the application process including the use of new charts • Funding methodologies • The Rating Factors • Submission requirements and other technical issues • If you have questions, send them to firstname.lastname@example.org
Format is different – so pay close attention to the new requirements • Charts are now a major component • The charts are included in the zip folder labeled “Download Application Instructions” in an Excel document titled “HUD 9906 Housing Counseling Charts.xlsx”. • This Presentation and FAQs will be posted at www.hud.gov/housingcounseling
MAJOR CHANGES • The Consolidated Contractor Registration (CCR) has been replaced by a government wide System for Award Management (SAM) • Make sure than your SAM registration has not expired • For new agencies, make sure you have registered • Make sure that you are authorized to submit the application • Go to www.sam.gov for more information
MAJOR CHANGES • Encouraging Networks of Counseling Agencies • Increased support to State Housing Finance Agencies and Intermediaries which manage sub-grantees/funded branches • To encourage Local Housing Counseling Agencies to form partnerships with them • Amount of grants to State Housing Finance Agencies and Intermediaries will depend in part on number of sub-grantees/funded branches the applicant proposes to fund
MAJOR CHANGES • Simplified Reponses • To reduce the amount of time to prepare and score applications • Reduced emphasis on narrative responses • Increased emphasis on quantitative responses • There are a series of charts in EXCEL for responding to some of the NOFA Rating Factors.
MAJOR CHANGES • Supplemental funding for HECM counseling eliminated • Such counseling is still an eligible activity • No logic model • IMPORTANT – applicants will not • request a specific award amount • provide a proposed budget.
AWARD INFORMATION • Partial funding has been provided by Congress • $19,500,000 expected under the Continuing Resolution. • This amount is subject to change based on the final appropriation from Congress • HUD reserves the right to award more or less than this amount, in one or more phases. • The award is for a 12-month period, assumed to be October 1, 2012 to September 30, 2013(FY2013) • IMPORTANT– • Applicants should NOT provide a specific award amount requested • Applicants should NOT provide a proposed budget.
AWARD METHODOLGY • To provide increased support to applicants that manage networks. • The Total Award may be based on: • Base award • Possible additional funding to support networks • Competitive Funding Amount (if funds are available)
Base Awards • Amounts stated in the NOFA were based on FY12 appropriations. The actual Base Awards for this FY13 NOFA are subject to change. • There will be a Base Award for each Local Housing Counseling Agency that applies directly. • The Total Base Award for Intermediaries, State Housing Finance Agencies and Multi State Organizations will be • The Base Award for each sub-grantee or funded branch not directly approved by HUD PLUS • The Base Award for each HUD approved Local Housing Counseling Agency to which they sub-grant • Grantees will determine the actual funding amounts to be distributed to sub-grantees or funded branches.
Networks/Competitive Funding • Funding to Provide Support to a Network • For Intermediaries, State Housing Finance Agencies or Multi State Organizations. • Competitive Funding Amount • Percentage of highest scorers may receive incentive funding.
“Double Dipping” • Applicants are prohibited from accessing grant funds from multiple sources. • Can’t be both a direct grantee and sub-grantee • Exceptions which can be found in the NOFA under “Limits on Applicants” • Grantee with HUD HECM Roster Counselors that is awarded Comprehensive Funds indirectly from a State Housing Finance Agency or Intermediary AND Grantee receives a single additional sub-grant for reverse mortgage counseling from an Intermediary that provides reverse mortgage counseling exclusively. • Grantee received grant funds AND a single additional sub-grant for default counseling from an Intermediary that provides default counseling exclusively
THRESHOLD & ELIGIBLITY REQUIREMENTS • Threshold requirements are outlined in the FY 2013 General Section • Eligibility Requirements are outlined in the NOFA • All housing counseling agencies directly approved by HUD as well as State Housing Finance Agencies are eligible. • An agency that has not been approved but meets the qualifications for approval may affiliate with an State Housing Finance Agencies or Intermediary.
ELIGIBLE ACTIVITIES • Agencies will be reimbursed only for the following activities which are fully described in the NOFA: • Individual Housing Counseling • Group Education/classes • Fair Housing • Marketing and Outreach Initiatives
MORE ELIGIBLE ACTIVITIES • Training • Quality Assurance • Computer Equipment and Systems • Network Management Costs • Capacity Building • Scam Awareness, Identification and Reporting
OTHER PROGRAM/GRANT AGREEMENT REQUIRMENTS • The NOFA outlines these requirements. • We want to emphasize • Documentation of Expenses: Grantees and sub-grantees must maintain source documentation of costs. • Succession Plans: Grantees will have to execute a succession plan to ensure continuity of operations. • Personnel Activity Reports: Distribution of wages and salaries must be supported by Personnel Activity Reports • Home Inspections Materials: Grantees must provide home inspection materials to pre-purchase/homebuyer education clients. • The NOFA has the “Application Checklist” for the required forms, certifications and assurances
New! More Charts, Less Narrative • Simplification of the NOFA process resulted in using Charts in EXCEL to summarize data. The amount of narratives is reduced. • The grant application download in www.grants.gov includes two sets of zip folders – one labeled “Download Application Instructions” and another labeled “Download Application Package.” The charts are included in the zip folder labeled “Download Application Instructions” in an Excel document titled “HUD 9906 Housing Counseling Charts.xlsx”.
There is a Summary Table on Page 16 of the NOFA which gives the points for each Rating Factor along with which charts and columns need to filled out and when a narrative is required. It also list the appropriate pages in the NOFA. THIS IS AN IMPORTANT TOOL.
List of Charts • Chart A – Applicant Characteristics - Rating Factors 1, 2, 3, and 5 • Chart B – Services and Modes – Rating Factor 3, Sub-factor 2(A) • Chart C – Other HUD Programs – Rating Factor 3, Sub-factor 3(B) • Chart D – Leveraging – Rating Factor 4 • Chart E – Budget – Rating Factor 3, Sub-factor 1(B) • Chart F – Affirmatively Furthering Fair Housing – Rating Factors 2 and 3
General Instructions for Charts • Make sure that Applicant’s Name is on each Chart, either in the columns or as a header as required. • Put an X for YES in the correct column • A few columns will ask for a brief narrative to be added to the specific column.
Bonus Points – Preferred Sustainable Communities Status • 2 points • See Section V of General Section • Chart A – Columns B-D • Get certificate from POC for designated community or HUD Regional Administrator using form HUD 2995 • For applicant and each sub-grantee indicated with an X in Column D • Applicants must obtain copies of the HUD 2995 • No narrative
Bonus Points - Chart A - Preferred Sustainable Communities Status- Chart A - An X means Yes
Rating Factor 1: CAPACITY OF APPLICANT • 33 points • To evaluate the readiness and ability of the Applicant and sub-grantees to immediately begin and to successfully implement the proposed work plan described in Rating Factor 3. AND • To evaluate how adjustments to the work plan were managed.
Rating Factor 1: Sub-factor 1: Capacity • 18 points • Capacity to implement proposed activities in a timely and effective manner AND • A higher score to applicants with greater capacity • Complete Chart A - Column H through Column M • Applicants with sub-grantees must complete each column for each sub-grantee
Column H: Housing Counseling Related Training • Place an X (for each applicant, sub-grantees or funded branches) if 50% or more of counselors received housing counseling related training within the past 2 years (not counting on-the-job training)
Place an X in the column if the applicant, sub-grantees or branches has a requirement for: • Column I: Testing/certification of counselors • Column J: Offer alternate modes of counseling, e.g. phone, internet, etc. • Column K: Adopted National Standards prior to the NOFA publication date • Column L: Services are available in multiple languages • Column M: Services are offered in formats accessible to persons with disabilities.
Rating Factor 1: Sub-factor 2 Performance Reviews/Compliance • 7 points • HUD will use its own records to score this factor • There is no chart to complete • No narrative is required.
Rating Factor 1: Sub-factor 3: Measuring Client Satisfaction • 8 points • Applicants that use a variety of methods and techniques to measure customer satisfactions will be awarded a higher score. • For the period of October 1, 2011 through September 30, 2012 (FY2012) • Complete Chart A: Columns N through R
Indicate the Yes answers with an X in the appropriate row/column. Did the agency and proposed sub-grantees or branches? • Column N: Issue exit survey at end of counseling • Column O: Issue follow-up surveys 6 months or more after end of counseling • Column P: Conduct any other type of follow-up 6 months or more after counseling was completed • Column Q: Use any other methods to measure satisfaction • Column R: Use results of customer service methods to make adjustments to services.
If an X was entered in Column Q , • the applicant must provide a list of those other methods to measure satisfaction. • Intermediaries, State Housing Finance Agencies or Multi State Organizations must provide in the narrative section at least three (3) specific examples of other methods used by sub-grantees or branches.
Rating Factor 2: NEED or DEPARTMENTAL POLICY PRIORITIES • 12 points • Address the the specific topics identified in the Rating Factor. A narrative describing the general need for housing counseling services is not required. • Describe the degree to which the Applicant’s Work Plan substantively address HUD’s policy priorities. • Complete Chart A, Columns S through U • Provide a Narrative for Sub-factor 1d • Complete Chart F, Columns A-C and Columns F-G
Rating Factor 2: Sub-factor 1: Needs • 8 points • Chart A: Indicate the following about the area(s) to be served by putting an X for Yes • Column S: Serves Rural Communities • Column T: No internet access for rural area served • Column U: Geographically isolated housing counseling agency • For persons with disabilities and for persons with LEP • Briefly describe in narrative the housing counseling activities relevant to these populations and how meaningful program access is provided to both persons with disabilities and LEP. For maximum points,both populations must be addressed in the narrative.
Chart F: Impediments to Fair Housing Choice • Complete Column A: Jurisdiction • Complete Column B: Brief descriptions of the impediments for each jurisdiction or service area identified in Column A • Complete Column C: Identify the applicable state or local consolidated plan or other information sources on impediments. • Narratives are put in the columns on Chart F
Charts A and F: Rating Factor 2: Sub-factor 1: Needs Chart A Chart F
Rating Factor 2: Sub-factor 2: Departmental Policy Priorities • 4 points maximum • 2 points for each priority • Applicant may address as many priorities as they want but will only receive the maximum of 4 points • Chart F: Columns F-G Sub-factor 2(b) (AFFH Priority) • Narrative (limited to 500 words per priority) • Describe how the work plan substantially addresses a policy priority. • Applicants managing a network must show that 1/3 or more of sub-grantees and branches meet the criteria and must provide at least 3 specific examples.
Rating Factor 2: Sub-factor 2: Departmental Policy Priorities • Review the full descriptions of the Policy Priorities found in the General Section (Appendix B). They are: • Sustainability • Affirmatively Furthering Fair Housing (AFFH) • Capacity Building and Knowledge Sharing • Using Housing as a Platform for Improving Other Outcomes • Expand Cross-cutting Policy Knowledge • Applicants choosing to address the AFFH Priority must identify an activity in addition to the one identified in Rating Factor 3 (2)(c).
Chart F:Rating Factor 2: Sub-factor 2: Departmental Policy Priorities • Chart F
Rating Factor 3: SOUNDNESS OF APPROACH and SCOPE OF HOUSING COUNSELING SERVICES • 39 points • The quality and effectiveness of Applicant’s past and proposed housing counseling activities. • Evaluate past impact of services, complexity of proposed work plan and degree of coordination with other organizations and programs. • Charts A, B, C, E and F
Rating Factor 3: Sub-factor 1: Past Performance • 18 points • For the period October 1, 2011 through September 30, 2012 • 1(a) Impact: HUD will use the 9902 • 1(b) Budget: document budget that corresponds to the 9902 for FY12 • Chart E: Budget • Narrative, if applicable
Rating Factor 3: Sub-factor 2: Projected Performance-Work Plan • 16 points • Proposed housing counseling services and other activities that will be performed from October 1, 2012 through September 30, 2013 • Higher scores for • Greater variety of services and delivery modes • Comprehensive plans for oversight • Affirmatively furthering fair housing