Request for Proposals (RFP)
Supportive Services
and
Development Funding for
Affordable Supportive Housing
February 2015
Funding Partners:
MECKLENBURG COUNTY
CITY OF CHARLOTTE
Table of Contents
1.
Introduction
2.
General Procedures
3.
Mecklenburg County
4.
City of Charlotte
5.
Appendices
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1.
INTRODUCTION
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1.1 Overview
The City of Charlotte Neighborhood & Business Services (“NBS”) and Mecklenburg County
Community Support Services, (“CSS”), or collectively the (“Collaborative Partners”) are jointly
accepting proposals for supportive housing developments and supportive housing programs.
Supportive housing developments may serve chronically homeless individuals and families.
Funds are available for housing development or rehabilitation and/or supportive services staffing
with the understanding that supportive programs are intended to improve residents’ quality of
life. Supportive services funding must be paired with non-time limited housing. Developments
seeking capital funding from the City of Charlotte must be developed in compliance with City
Council’s approved Housing Development Policies.
The primary intent of this Request for Proposals (RFP) is to select and contract with qualified
organizations demonstrating competencies in housing development and best practices in resident
outcomes for eligible populations, to ensure health and safety of residents, and demonstrating
efficient and responsible use of funds. This coordinated RFP provides a streamlined process for
the Collaborative Partners to review applications and award funding to organizations most
qualified to meet supportive housing needs. Applicants may choose to apply for one, or both
funding sources available through this RFP on Form A.
1.2 Participating Funders and Funding Availability
1.2.1 MECKLENBURG COUNTY COMMUNITY SUPPORT SERVICES
DEPARTMENT (“CSS”): For the purposes of this RFP, Mecklenburg County CSS
will allocate up to $800,000 for supportive services up to three fiscal years depending
on recipient performance, funding availability and the eligible population served. One
or multiple awards may be awarded. In its discretion, Mecklenburg County CSS will
allocate Housing Stability and Supportive Services (HSS) funds based on a 1to 15
social worker to client ratio to qualified RFP respondents.
Contact: Jamie Privuznak, Management Analyst
Jamie.Privuznak@mecklenburgcountync.gov, 704-432-3525
1.2.2 CITY OF CHARLOTTE NEIGHBORHOOD & BUSINESS SERVICES,
HOUSING SERVICES (“NBS”): An amount of up to $1,500,000 from the City of
Charlotte will be allocated from existing housing dollars for the purpose of funding
costs associated with construction or rehabilitation of the development of supportive
housing.
Contact: Zelleka Biermann, NBS Housing Services Supervisor
zbiermann@ci.charlotte.nc.us, 704-336-2482
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1.3 Goals and Objectives
The goal of this RFP is to provide supportive housing developments and/or programs that
support the goals of the Ten Year Plan to End and Prevent Homelessness (“Plan”).
For the purposes of this RFP, proposals that support new construction or rehabilitation of
supportive housing units and supportive services programs for homeless families and chronically
homeless individuals or families will be given priority. In cases where a developer is seeking
capital funding from the City, developments must be developed and located in compliance with
City Council’s approved housing policies.
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2.
GENERAL PROCEDURES
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Information Session
Organizations interested in applying for funds are strongly encouraged to attend an information
session on February 13, 2015. During this session, the Collaborative Partners will provide an
overview of the RFP, discuss the common funding priorities and development goals, provide
information on each of their available funds, and provide details on the application process.
INFORMATION SESSION
February 13, 2015
10:00 A.M EST
City of Charlotte
Old City Hall
Wilmore Conference Room 106
600 East Trade Street
Charlotte, NC 28202
2.1 Timeline for Submission and Award
Activity
Public Notice announcing RFP
RFP Information Session
Final Date for Submission of Questions
Proposal Submission deadline
Proposal Evaluations complete
Project Proposal Selection and Funding Award
Date
Feb 6, 2015
Feb 13, 2015
Feb 20, 2015
March 6, 2015
April 2015
April/May 2015
2.2 Submission of Questions
Notify Jamie Privuznak, in writing or via email, if discrepancies or omissions are found in this
RFP or any other document(s) provided by the Collaborative Partners. A written addendum will
be made available, via Mecklenburg County and the City of Charlotte’s website, as deemed
necessary by the Collaborative Partners. Any questions about this RFP must be submitted, via
email. All questions shall be directed to:
Jamie Privuznak, Management Analyst via Jamie.Privuznak@mecklenburgcountync.gov no later
than 5 PM EST, February 20, 2015.
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2.3 Submission of Proposal
2.3.1 All Proposals must include:
a. Electronic Copy:
Submit one PDF attachment of all non-confidential information and one PDF
attachment of all confidential information to Jamie Privuznak, Management
Analyst, Mecklenburg County, via Jamie.Privuznak@mecklenburgcountync.gov
NOTE:
All information contained and submitted in the proposal that is
not identified as confidential shall become public property and
after final award of the RFP, copies of non-confidential
portions of each proposal submitted may be provided to
parties requesting copies of the request for proposal
submissions.
b. Hard Copies:
Three hard copies of the proposal are required. If applying for the County’s
Supportive Service dollars, attach three copies of the completed budget excel
form.
c. USB Drive:
Include one USB drive with your agency’s proposal in a PDF format. If applying
for the County’s Supportive Service dollars, include the completed budget Excel
form on the USB drive. Include the USB drive with the three hard copies.
2.3.2 Submission Date
Proposals must be received at Mecklenburg County Community Support Services,
Harold R. Marshall Building, 2nd Floor, 700N. Tryon Street, Charlotte, NC, 28202.
All proposals must be received by 5:00pm EST on March 6, 2015.
2.3.3 Proposal Format
Organize and label your responses according to each section heading and make sure
your responses fully describe the proposed development/program. All proposal
responses must meet the following requirements:
 All proposals shall be 8 1/2" x 11" formatted with all standard text no smaller
than eleven (11) points;
 PDF files must be submitted;
 The three hard copies must be printed double-sided; and
 Materials must be submitted in a format that allows for easy removal and
recycling.
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If a responding firm chooses to provide additional materials in their proposal beyond
those requested, those materials should be included in a separate section of the
proposal. The Collaborative Partners reserve the right to accept or reject any or all
submittals. The Partners also reserve the right to investigate the financial capability,
reputation, experience, location, references, history, integrity, skill, judgment, and
quality of performance under similar operations of each respondent.
NOTE:
All proposals as submitted are final. No changes or amendments will
be accepted.
2.4 General Proposal Content
2.4.1 Applicant Capacity and Experience
Describe the applicant’s experience providing supportive housing and/or supportive
services programs to the eligible population described in this proposal. Provide a
brief history of the Applicant Organization, including purpose, current programs, and
number of staff persons.
2.4.2 Capacity of Service Provider
Describe the experience and capacity of the service provider to coordinate, provide,
and/or act as a referral agent for community-based services that support persons of
the eligible population. Include a brief description of the organization’s history,
mission, staffing, and the services the organization provides/coordinates. Identify a
public agency or experienced service provider with which a written agreement has
been executed to refer eligible persons and families for the eligible units.
2.4.3 Partnership History
If partners are a part of your proposed development, provide information on your
history collaborating with one another and how the partnership will facilitate a
streamlined process for participant access to the housing and/or services being
offered.
2.4.4 Funding Request
List the funding programs you are applying for, including the amounts requested from
each program. Explain how funding will be used (e.g., for development, services,
operating support and/or supportive services) and state whether all funding is required
for your development to move forward. Explain how you propose to maximize or
leverage existing or committed funding by pairing with the funding sources in this
RFP.
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Note: If your agency is applying for the County’s Supportive Service dollars,
please download the Support Service dollars budget Excel form from the
website(s) below and attach a completed Excel form to your RFP response.
http://charmeck.org/city/charlotte/nbs/housing/Pages/rfp.aspx OR
http://charmeck.org/mecklenburg/county/CommunitySupportServices/HomelessServi
ces/Housing-Stability-Funding/Pages/default.aspx
2.4.5 Rental Assistance
List the intended or accounted for rental assistance source(s) as part of your funding
request. This should be new rental assistance because this RFP seeks to build upon the
current projects that have received funding in the community. Examples of rental
assistance include, but not limited to, project-based vouchers, Housing Choice vouchers,
and rental subsidy. Describe the source and the target population to be served with the
rental assistance. Note: Mecklenburg County Community Support Services will not
support a project request that does not include a source of rental assistance either
intended or accounted for prior to application submittal.
2.4.6 Development/Program Description
Identify the eligible population, e.g., homeless, domestic violence survivors, disabled,
children in foster care, mentally ill, substance abuse recovery, HIV/AIDS, other. Describe
how the housing and/or services of the development/programs are structured to meet the
needs of the intended eligible population. Include a description of how this development
provides an integrated housing solution for the eligible population. Describe how the
development collaborates with the Continuum of Care planning process. (See Appendix
C for definition of Continuum of Care)
2.4.7 Supportive Services Plan
Provide a detailed description of the type of housing and supportive services to be
provided to residents, including the tenant selection policies, if applicable. Explain how
services will increase stability for participants. Explain how residents’ needs for services
are identified and individual service plans are developed. Also, provide information on
how the development will help create linkages for participants to other community
resources.
2.4.8
Proposed Financing
The proposed financing sources for each Collaborative Partner funding program must be
demonstrated according to the requirements for submission outlined in each section of the
respective Collaborative Partner.
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2.4.9
Forms
Every applicant is required to submit the Joint Funding Application (Form A) and any
forms required by the funding program from which the applicant is requesting funds.
2.4.10 Required Attachments
a. Cover letter
b. Three references that can speak directly to the applicant’s development and/or
service provider experience
c. Applicant’s financial statements prepared by a certified public accountant for
current year and previous year
d. Applicant’s Articles of Incorporation and current bylaws
e. IRS 501c(3) determination letter (if non-profit)
f. Certificate of Good Standing from the North Carolina Secretary of State or State
where the developer/development team is incorporated
g. List of Board of Directors, include addresses and telephone numbers
h. Current organizational chart
i. Resident Service Plan
j. Complete the Supportive Service dollar budget Excel form and attach with your
agency’s RFP response, if applying for County Supportive Service dollars.
2.5 Eligibility Criteria
2.5.1
Eligible Applicants
The following organizations are eligible to apply for funds under this RFP:
 Public Agency
 Private Nonprofit (501)(c)(3)
 Private for Profit
In order to be awarded funds, applicants must demonstrate they either
1) Have development capacity or are partnering with a housing developer
2) Have capacity for administering rental assistance, and/or
3) Have experience helping clients secure housing units in the private market.
Programs awarded supportive services funding must have a non-time limited housing
component whereas units are made affordable to clients for as long as a subsidy is
needed.
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2.5.2
Eligible Populations
Through this streamlined RFP process, the Collaborative Partners are requesting
submissions of proposals from organizations interested in providing housing and/or
supportive services to eligible populations in support of the community’s Ten Year
Plan to End and Prevent Homelessness.
For the purposes of this collaborative RFP, eligible populations are:
a. “Chronically Homeless” means an unaccompanied homeless individual (18 or
older) with a disabling condition OR a family with at least one adult member
(18 or older) who has a disabling condition who has either been continuously
homeless for a year or more OR has had at least four episodes of
homelessness in the past three years. The disabling condition can include
mental illness, chronic substance abuse, HIV/AIDs, physical disability or
developmental disability.
b. A “Homeless Family” is one or more adults (18 or older), a pregnant woman
(18 or older) or a legal caregiver with at least one child under 18, who is
residing in the home or is in the process of reunifying with their parent or
custodian. Parents who are in the process of reunifying with their children
must demonstrate that there is a clear plan in place for the custody of the
children to be restored.
Proposals must clearly identify the population to be served by the housing
development or program; the number of clients served daily and annually and the
numbers of housing units to be set aside for specific populations (if applicable).
Additionally, the development proposal must document the need for the proposed
housing and supports for the eligible population.
2.5.3
Eligible Housing Units
For the purposes of this collaborative RFP, an “eligible housing unit” is affordable
and must serve one or more of the eligible populations. Priority will be given for
households earning 30% or below AMI.
2.6 Evaluation Criteria
Each Collaborative Partner will evaluate the investment of the resources made available through
this RFP according to its rating system. The evaluation criteria consider certain threshold
requirements specific to each resource.
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The Collaborative Partners will evaluate the financial feasibility; consistency with City Council’s
approved housing policies, and the applicant’s proven development or program experience and
capacity.
2.7 Additional Information
The Collaborative Partners reserve the right to request additional information or documentation
from any applicant regarding its submitted documents, personnel, financial viability, or other
items in order to complete the selection process.
2.8 Additional Presentation
The Collaborative Partners may, in their discretion, require one or more applicants to make
presentations to the evaluation team or appear before the Collaborative Partners and/or their
representatives for an interview. During such interview, the applicant may be required to orally
and otherwise present its proposal and to respond in detail to any question. Additional meetings
may be held, as deemed appropriate. Applicants will be notified in advance of the time and
format of such meetings. Since the Collaborative Partners may choose to award a contract
without engaging in discussions or negotiations, the proposal must define the applicant’s best
offer for performing the services described in this RFP.
The commencement of additional discussions does not signify a commitment by the
Collaborative Partners to execute a contract. The Collaborative Partners can terminate
discussions at any time and for any reason.
2.9 Rejection of Proposals
The Collaborative Partners will have a period up to sixty (60) days, unless otherwise stated, to
decide which proposal best meets the criteria outlined in the RFP. The Collaborative Partners
reserve the right to waive any minor informalities or irregularities, which do not go to the heart
of the proposal or prejudice other offers, or to reject, for good and compelling reasons, any and
all proposals. Conditional proposals, or those which take exception to the RFP, will be
considered non-responsive and will be rejected.
2.10
Award Decision
Upon completing their evaluation of proposals, each Collaborative Partner will select the
proposals that best satisfy their conditions in this RFP. Any organization selected will be
notified and awarded an opportunity to negotiate a contract with one or more of the
Collaborative Partners. All unsuccessful applicants will be notified by e-mail or U.S. mail, at the
Collaborative Partners’ discretion, about the outcome of the evaluation and selection process.
Funding requests for the City of Charlotte must be approved by the City Council.
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3.
MECKLENBURG COUNTY
HOUSING STABILITY AND
SUPPORT SERVICES PROGRAM
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3.1 Program Guidelines
3.1.1 Program Funds
Mecklenburg County CSS will allocate up to $800,000 over two or three fiscal years
depending on recipient performance, funding availability, and the population served
for the provision of supportive services. The CSS program funding is for salary,
benefits, and any one time costs associated with a full-time social worker
position(s). The County will contract with organizations to provide the services
directly to the clients and reimburse the award recipients for actual expenses on a
monthly basis. The proposed cost will be negotiable based upon proposed budget.
Supportive services will be provided to the programs eligible population placed in
non-time limited or permanent housing units. (See definition for “Supportive
Services” in Appendix C.) Priority ranking will be given to the development
proposals that serve homeless families with children or chronically homeless
individuals or families.
The national best practice and assumption used as part of the funding allocation is one
to fifteen or one full-time social worker for every fifteen housing units regardless of
the number of individuals living in a single housing unit. The applicant may choose
to deviate from the best practice ratio as described. If the applicant recommends a
different caseload ratio, then the rationale for the amended ratio must be provided as
part of the RFP proposal. Mecklenburg County understands the need for providing
flexibility to service providers. Variations from best practices are acceptable and may
be based on client barriers and site design to name a couple of reasons.
Mecklenburg County does not intend to hire additional social workers as part of this
proposal. Rather, Mecklenburg County will contract directly with the awarded
agency/agencies to provide the service and reimburse the agency/agencies for
services rendered on a monthly basis.
3.1.2 Supportive Housing Guidelines
a. Eligible housing units must be permanent housing units with supportive services
only.
b. Choice in housing and living arrangements
Include:
 Decisions about who else lives in the housing (e.g. alone, or with family or
friends);
 Location of the housing;
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 Size of the unit;
 Proximity to services/public transportation.
c. Functional separation of housing and services
Participation in specific support services is NOT required to obtain or maintain
housing. Effective approaches to implementing this practice include:
 Legal separation between housing management and service delivery;
 Functional separation—distinct housing and service staff roles (e.g. rent
collection, maintenance of the property).
d. Decent, safe, and affordable housing



All housing units must meet HUD’s Housing Quality Standards (HQS) and be
inspected at least once per year.
All housing units receiving City funding must comply with the City’s
minimum housing standards in addition to HUD’s Housing Quality Standards
(HQS);
All housing units must be affordable to the population served—HUD
affordability guidelines define 30 percent of income for housing as affordable.
e. Community integration
Includes the following elements:
 Housing is located in regular residential areas;
 Housing approaches that mix populations are preferred (i.e. target populations
with persons without identified special needs);
 Tenants participate in community activities and receive community services;
 Natural supports are encouraged.
f. Rights of tenancy



Tenants have full legal rights in a tenant-landlord relationship;
Tenants must abide by normal standards of behavior and conduct outlined in a
lease;
The agreement between the tenant and landlord determines the length of stay.
g. Access to housing



Intake and screening processes prioritize and facilitate access to housing;
Application and intake processes are streamlined, efficient and feasible;
All involved organizations are encouraged to use a unified application
process.
h. Flexible, voluntary, and service-focused services
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



Tenants can accept or refuse treatment or other services, but staff must
continue to offer support and use flexible engagement strategies;
Type, location, intensity and frequency of services must meet tenants’ needs;
Risk management and crisis planning are part of the plan of support and are
developed in partnership with tenants;
Service-oriented, consumer-driven, and evidence-based services work best.
i. Terms and Conditions
The program plan should specify the terms or conditions under which persons will
reside in the housing (and, if different, under which they will receive rental
subsidies).
j. Access to Housing - Outreach, Referral and Tenant Selection
Project Plans should specify how persons will gain access to the housing,
including a detailed description of outreach strategies to those individuals deemed
eligible for the program. If access is to be over several locales, the application
should specify how this will be accomplished.
The eligibility screening process should not include “housing readiness” criteria
and should reflect a commitment to providing housing to tenants with no current
income, with histories of homelessness, with histories of incarceration, with prior
housing failures, with poor credit histories, with disabilities, with past or current
substance abuse and/or other obstacles to housing stability.
k.
General Standards - All Eligible Units
All housing units must be affordable to the population to be served. Rents
should be set at rates where the target population is expected to pay no more than
30 percent of their income for housing costs. Development Project Plans must
describe plans for ensuring long-term affordability.
All housing units must be of good quality (meet HUD housing quality standards)
and be in compliance with state and local fire and building codes, including codes
relating to handicapped accessibility. Development/Project Plans must describe
strategies that will be taken to ensure housing quality.
Ideally, all housing units should be accessible to public transportation and
community amenities. However, if they are not, the service program plan must
reflect how alternate transportation will be provided.
All housing units must provide for the safety and security of their tenants.
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l. Tenant or Resident Involvement
Priority will be given to approaches that maximize participation by consumers
reflective of the target population to be served in the design and creation of the
service approaches. Project Plans should reflect how this will be accomplished.
3.1.3 Service Plan Principles
A one to fifteen social worker client ratio is desirable for service provision. However,
an applicant may propose a different caseload ratio as part of this proposal. The
rationale for the deviation from the best practice must be included in the RFP
proposal.
The service plan must be designed to meet the needs of the eligible population to be
served and ensure access by the tenants to the non-clinical and clinical services they
need to achieve and retain permanent housing, increase their skills and/or income, and
achieve greater self-determination. There must be a written service plan, which is to
be updated at least semi-annually.
Outreach and engagement is a fundamental component of services in supportive
housing, and it is expected that the awarded agency will continue to engage with
tenants post move-in as an ongoing part of service delivery.
The service approach should incorporate the essential components, core competencies
and values described below in the Key Principles of the Service Plan.
3.1.4 Other Service Plan Requirements





Reflect the importance and value of connecting residents with mainstream
resources, including employment and training programs, federal and state
entitlement programs, and healthcare programs. The service plan should describe
existing and planned linkages with vocational, educational and healthcare
providers within the locality or region to be served.
Incorporate natural supports (families, peers, faith communities, etc.).
Articulate strategies for relapse prevention and management and linkages to
treatment that will be developed to support these.
Ensure that services are available for as long as is needed by the individual client.
Individuals are not required to participate in drug treatment and/or mental health
case management services as part of service provision.
3.1.5 Linkages with Existing Area Services
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Submitting organizations will be expected to identify community-based support
services that complement the rehabilitation services that will be funded under
Housing Stability Funds.
Services that will be provided under HSS funds must:



Link with and support existing case management systems within the community
and region, and not be duplicative of such services;
Provide for adequate linkages to the treatment system, particularly in regard to
relapse prevention and relapse management and mental health system;
Link with employment and educational supports within the region.
Submitting organizations should identify existing linkages to service, treatment,
employment, and educational resources within the region or describe their agency’s
plans to establish such connections.
Evidence of access to support services should be specified in written memoranda of
understanding or contracts for services. Evidence that such memoranda or contracts
are in place will strengthen applications submitted in response to this RFP, and may
be a condition of subsequent funding approval.
Key Principles of the Service Plan
1. Essential components of services to be provided:
a.
Focused on the strengths and needs of each individual client;
b.
Provides help to client in identifying goals and needs, to develop plans to
achieve their goals and objectives, and to gain access to appropriate
community-based services, including, but not limited to, clinical services,
employment and education, natural supports (family, peers, faith
communities, etc.), and general community resources; and
c.
Available where and when needed by the client. Clients must be able to
access case management services where they live (meaning that case
management services come to the client) and at hours that work for the
client.
2. Values of services to be provided:
a.
Committed to maximizing client choices and options;
b.
Focused on client’s strengths, gifts and potential contributions;
c.
Guided by an expectation of hope and recovery; and
d.
Recognizes the importance and value of employment and work.
3. Competencies of the service design:
a.
Not duplicative of existing services serving the target population;
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b.
c.
d.
4.
3.2
Provides for adequate linkages to the treatment system, particularly in
regard to relapse prevention and relapse management;
Flexible and responsive service approach that recognizes, and can adapt to,
an episodic pattern of service demands; and
Service team is internally coordinated with clear lines of communication,
supervision and accountability.
Core competencies of service team:
a.
Skilled in on-going outreach and engagement of clients;
b.
Experienced with development of life skills that supports the client’s ability to
succeed in permanent housing;
c.
Knowledgeable about community resources and the means of accessing
them; and
d.
Possesses the attitudes, knowledge, and skills necessary to work effectively
with the population to be served by the housing.
Funding Availability/Limits
For the purposes of this RFP, Mecklenburg County CSS will allocate up to $800,000 for
supportive services over two to three fiscal years depending on recipient performance, funding
availability and the eligible population served. The contract will be for one year unless
terminated pursuant to the terms and conditions of the contract.
3.3
Rental Assistance
List the intended or accounted for rental assistance source(s) as part of your funding request.
This should be new rental assistance because this RFP seeks to build upon the current projects
that have received funding in the community. Examples of rental assistance include, but not
limited to, project-based vouchers, Housing Choice vouchers, and rental subsidy. Describe the
source and the target population to be served with the rental assistance. Note: Mecklenburg
County Community Support Services will not support a project request that does not include a
source of rental assistance either intended or accounted for prior to application submittal.
3.4
Services Personnel Budget
Provide the anticipated line-item personnel budget for the services to be provided, including a
budget narrative explaining each line item and any one-time costs funded by Mecklenburg
County HSS funds under this request. (This may include operating expenses related to the
Homeless Management Information System “HMIS” system.)
Download and complete the Supportive Service dollars budget Excel form (Form E) and attach
with your agency’s RFP proposal.
http://charmeck.org/mecklenburg/county/CommunitySupportServices/HomelessServices/Housin
g-Stability-Funding/Pages/default.aspx
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3.5
Minimum Requirements
Service Provider shall procure all necessary permits and licenses and abide by all applicable
laws, regulations and ordinances of all Federal, NC State, and local governments in which work
under any resulting contract is performed. These minimum requirements must be met and
documents must be included with the proposal before your company’s qualifications will be
considered.
a. Evidence of adequate insurance is required, specifically to meet the following
standards:

Automobile Liability-minimum $1,000,000;

Professional Liability-minimum $1,000,000;

Commercial General Liability-minimum $1,000,000;

Worker’s Compensation and Service Providers Liability – State of North
Carolina statutory requirements.
b. Mecklenburg County Business License; submit receipt showing payment.
c. Secretary of State Certificate of Authority if Service Provider out of state.
d. Articles of Incorporation, if applicable.
e. For any proposal to be considered responsive, the successful bidder shall be required
to provide an affidavit attesting that the company is in compliance with the E-Verify
provisions of Article 2 of Chapter 64 of the North Carolina General Statutes and shall
ensure that any subcontractors used by Service Provider on this County Project will
also comply with the E-Verify provisions. See attached CONTRACTOR E-VERIFY
DECLARATION form which must be used (Form F).
f. Complete M/W/SBE COMPLIANCE and M/W/SBE UTILIZATION
COMMITMENT (Form G) in accordance with Mecklenburg County.
g.
Cost Effectiveness and Value
Provide an itemized budget using the template provided on the website. (Cost
must include all aspects of the project).
h.
Overdue Taxes
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Provide certification and sworn statement on official company letterhead as
evidence that service provider does not have any federal, state or local overdue
tax debts as defined by N.C.G.S. 105-243.1.
i.
Financial Statements:
Service Providers with total revenue, from all sources, of more than one hundred
thousand dollars ($100,000) in annual funding are required to submit an annual
Audited Financial Statement (AFS) prepared by a Certified Public Accountant.
The AFS must include the following:
 Balance Sheet, Statement of Financial Position or Statement of Assets,
Liabilities and Owner’s Equity.
 Statement of Income or Statement of Revenues and Expenses.
 Statement of Cash Flows.
 Independent Auditors’ Opinion.
 Notes to Financial Statements and Supplement Information. (The Notes to the
Financial Statements are required as they provide additional detail and further
explanation of the financial statements.)
The AFS may also include additional information such as management
discussion, analysis, schedules, and/or exhibits that provide further detail on line
items included in the basic financial statements.
Service providers with total revenue, from all sources, of less than one hundred
thousand dollars ($100,000) in annual funding are required to submit at a
minimum an Annual Financial Compilation prepared by a Certified Public
Accountant. An AFC refers to financial statements that include the following:
 Balance Sheet, Statement of Financial Position or Statement of Assets,
Liabilities and Owner’s Equity.
 Statement of Income or Statement of Revenues and Expenses.
 Statement of Cash Flows.
j. Complete Conflict of Interest form (Form H).
3.6 Performance Measures/Quality Assurance
If awarded funds, your organization is required to participate in an ongoing program of Quality
Assurance Monitoring and Program Review of both the housing and services components of the
projects. This program will examine service program operations and client outcomes. If this is a
collaborative submission, all participating organizations must be willing to participate in such a
process.
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The service provider should provide examples of management reports that are used specific to
this service that will demonstrate the commitment to data driven management. In addition, the
service provider should provide examples of productivity or utilization reports in reference to
this service and explain how the information is used to improve business practices and care to
consumers.
The service provider must provide statistics on the number of new clients served daily and
annually and the number of new housing units developed as part of the agency’s management
reports.
3.7 Homeless Management and Information System (HMIS)
Agencies receiving funding must participate in entering accurate, timely and high quality data
into HMIS, the new homeless management and information system. Funders at all levels will
increasingly rely on HMIS data to measure program system level performance. In order to
receive awarded funds reimbursable under the contract, agencies must demonstrate that they are
able to participate in HMIS reporting system requirements (i.e., access to the HMIS system,
trained employees for data entry, ability to collect data on HUD measures, etc.)
Project proposal budgets may apply for funding to cover the costs associated with implementing
HMIS for this project only (i.e., one-time cost associated with purchasing the license agreement,
computer, etc.) For example, you can include a portion of the personnel costs associated with the
staff person who would be responsible for entering data into HMIS and running reports as part of
this project only. If applicable, include the associated expenses in the Supportive Services Excel
budget form (Form E). (The Excel budget form can also be downloaded from the County’s
website.) Agencies may only use Mecklenburg County Housing Stability & Supportive Services
funding one time for this expense and may not ask for additional funding in future Housing
Stability & Supportive Services RFP’s.
3.8 Commitment to Participate in Homeless System Development and Coordination
Project sponsors and partner agencies demonstrate a long-term commitment to accept clients
through the current Coordinated Assessment intake process. Projects awarded funds will be
required to participate in coordinated system efforts led by the City of Charlotte, Mecklenburg
County, and the Charlotte-Mecklenburg Coalition for Housing and the Homeless Services
Network.
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4.
City of Charlotte
Housing Trust Fund
26
Program Guidelines
The City of Charlotte provides funding for newly constructed rental units and or the
rehabilitation of existing housing units serving households earning 60% or below the Area
Median Income. Rental housing developments serving households earning 30% or below the
AMI will be given priority for funding. Developments requesting the City of Charlotte Housing
Trust Fund (“HTF”) as a source of funds must meet all general conditions, guidelines and City
Council approved housing policies. Please review the City of Charlotte Housing Trust Fund
General Conditions and Loan and Grant Guidelines, which are available on the City of
Charlotte website.
http://charmeck.org/city/charlotte/nbs/housing/Pages/rfp.aspx.
The City’s financing is generally soft “gap” financing. To allow for future investment in
affordable housing, the City seeks to achieve a reasonable return of capital and where possible a
return on investment based on the economics of each proposal. The City allows flexibility for
creativity by development teams by establishing loan terms based on the economics of each
proposal. The City reserves the right to adjust financing on a case-by-case basis based on
changes in conventional lending and other financing sources.






Loans may range from 20 year, deferred at 0% interest to 20 year, amortizing at the Long
Term Applicable Federal Rate (AFR) based on economic analysis of the development.
The primary tool used to perform the economic analysis is the Debt Coverage Ratio (DCR).
Developments with a DCR greater than or equal to 1.25 will be considered for a fully
amortizing loan with a corresponding rate that either achieves a DCR of 1.15 or the
maximum Long Term AFR.
Developments that have a DCR of less than 1.25 will be considered for interest only loans.
The interest rate will be set at a percentage rate that will achieve a DCR of 1.15.
Developments that are submitted at a DCR of 1.15 will be considered for a deferred cash
flow loan.
Grants are considered when a development serves a substantially underserved population.
A development with a DCR greater than 2.0, after the application of a fully amortizing loan
at the Long Term AFR will be considered over subsidized. The funding request will be
reduced to achieve a DCR of 1.75. This may result in the funding request being reduced to
zero. Developments of this nature are candidates for private financing.
The City prefers to take or share a first lien position on assets financed with its loan proceeds.
The City will accept a second or third lien position (subject to the amount of the loan funds
financed by the City).
4.1 Funding Availability/Limits
The City of Charlotte will allocate up to $1,500,000 from existing HTF dollars for the purpose of
funding cost associated with the development of supportive housing. Funding is available in the
form of a loan or grant from the City of Charlotte. The City reserves the right to adjust its
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loan/grant policies and guidelines as needed to address changing market demands and the
priorities of the City. All funding is subject to City Council approval.
Loan/Grant amounts may vary based on the following: number of housing units being developed,
leverage ratio of the development, and City’s budget for housing development. The City will
also consider the needs of the development, the experience of the borrower and any associated
risk in the development. To achieve leverage ratio targets, the City will fund up to a maximum
of fifty percent (50%) of the eligible unit per square foot cost for a housing development. The
City reserves the right to adjust the maximum loan amount to any borrower on an exception
basis.
Note: The source of funds may impose additional restrictions on the borrower.
4.2 Design & Energy Efficiency Standard and Site Evaluation
All Supportive Housing Developments funded through the City of Charlotte - including licensed
housing or facilities, licensed substance abuse treatment programs and emergency shelters - must
comply with Site Evaluation and the North Carolina Supportive Housing Design and Energy
Efficiency standards adapted from the Low Income Housing Tax Credit (LIHTC) design
standards per (Form – I):
Appendix 1– Design Standard for New Construction, Substantial Rehab and Adaptive Re-use
Appendix 2 – Energy Efficiency
Appendix 3 – Site Evaluation
4.3 Selection Criteria
The selection criteria consider the basic components of any real estate investment: feasibility,
team experience, capital structure, and population served. Applications that propose quality
housing that most cost-efficiently provide the greatest number of units for the longest period of
time for the lowest-income residents, and which respond to a strategy to address housing needs
of the populations identified in this RFP will have the greatest likelihood of receiving funding.
Below is the development rating system for the City of Charlotte Housing Trust Funds:
4.3.1
Development Strengths (27 points)
a. Period of Affordability
Less than 20 Years
20 to 40 Years
40 to 50 Years
50 Years or more
2 points
4 points
6 points
7 points
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b. Number of Affordable Units with the Development
Less than 20%
2 points
Between 20% to 35%
4 points
Between 36% to 50%
6 points
Between 51% and 65%
8 points
60% or more
10 points
Affordable units are defined as the percentage of the total units made affordable to
households earning 60% or below the area median income. Housing developments
located within an identified transit station area may set aside a minimum of 5%, but no
more than 25% of the units for income eligible households.
c. Income Levels Served
Percentage of units serving those earning 30% AMI or below
10% to 25% of units
4 points
26% to 40% of units
6 points
41% to 55% of units
8 points
Greater than 55% of units
10 points
This program is directed primarily toward rental housing developments serving in whole
or part households earning 60% or less of the area median income (AMI) with a priority
given to rental developments serving households earning 30% or less than the AMI.
4.3.2
On-site Supportive Services and/or Programs(10 Points)
Points will be awarded based on the intensity of services and the type of services
offered. Eligible services can be provided by on-site staff, outside provider and/or
volunteers.
4.3.3
Development Team & Supportive Services Experience (20 Points)
A. Track Record with Similar Development(s) – for Developer –up to 5 points
Experience with up to 5 similar
developments
Experience with more than 5
similar developments
3 points
5 points
The developer must demonstrate a track record of developing developments similar to the
one proposed. The points awarded in this category are based solely on the developer’s
experience. Similar developments are defined as similar to the proposed development.
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The Developer should have an active role throughout the duration of the development in
the developments identified, (i.e. decision maker, principal).
B. Development Team Experience with Similar Developments up to 5 points
Experience with up to 5 similar
developments
Experience with more than 5
similar developments
3 points
5 points
Points in this category are based on the experience of the entire development
team including but not limited to the developer, general contractor and
architect. Similar developments are defined as similar to the proposed
development.
C. Property Management Experience with Similar Developments up to 5 points
Experience with up to 5 similar
developments
Experience with more than 5
similar developments
3 points
5 points
A maximum of five points can be earned in this category based on experience
with subsidized units combined with specific experience with developments
similar to the proposed development. A property manager must at a minimum
have over two years of experience with one development that is similar to the
proposed development.
4.3.4
Financial Strength (23 Points)
A. Amount of Public Funding (Leverage Ratio)
Less than 1:00 to1:00
1 point
1 to 1:00 to1.99
2 points
1 to 2:00 to 2.99
4 points
1 to 3:00 to 3.99
6 points
1 to 4:00 to4.99
8 points
1 to 5:00 or greater
10 points
Note: The leverage ratio: public funds divided by other financing
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B. Public Investment Per Eligible Unit/Room/Bed
Over $40,000
$30,000 to $40,000
$20,000 to $29,999
$10,000 to $19,999
Less than 10,000
2 Points
4 Points
6 Points
8 Points
10 Points
C. Debt Coverage Ratio
The debt coverage ratio is based on “hard debt” (debt service contractually
obligated to be repaid). The net operating income over the debt service
determines debt coverage ratio. Developments without “hard debt,” earn 3
points.
Less than 1.15
1.15 to 1.20
Greater than 1.21 to 1.25
Greater than 1.25
0 Points
3 Points
2 Points
1 Points
4.3.5
Population Served (20 Points)
Homeless - persons sleeping in
5 points
emergency shelters or places not
meant for human habitation
Special Needs Populations – veterans, 5 points
persons with mental, physical or
development disabilities, or as
otherwise defined by HUD.
Combination of supportive housing
5 points
populations
4.3.6
Bonus Points (up to 25 Points)
A.
Green Building Techniques/ Housing Efficiencies -All new construction
developments must comply with Energy Star standards. The following
Green Building Techniques and or Housing Efficiencies are eligible for
consideration of bonus points:
 Energy efficiency and renewable energy
 Sustainable site planning
 Safeguarding water quality and water efficiency
 Conservation of materials and resources
 Indoor environmental quality
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One Green Building Technique
Two to Three Green Building Techniques
2 points
3 points
Four to Five Green Building Techniques
4 points
Greater than five Green Building 5 points
Techniques
Note: Developers should specify green building techniques that are not included
above.
B.
Development in an identified Transit Station Area as approved in the :
Assisted Multi-Family Housing At Transit Station Areas Policy, may earn
10 points
C.
Proximity to Amenities and Services: Development located within 1/2
mile of the following:
 medical facilities (including pharmacy);
 groceries and;
 mass transportation
Medical facilities or groceries only, earns 4 points
Public Transportation or two other amenities/services, earns 6 points
Public transportation plus one other amenity/service, earns 8 points
All three amenities/services, earns 10 points
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SUPPORTIVE HOUSING
DEVELOPMENT PROJECT RATING SYSTEM
Points
Development Strengths – (27% of Total Score)
Period of Affordability
7
Number of Affordable Units within the Development
10
Income Level Served
Total Maximum Points
10
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Development Team Experience & Supportive Services (30% of Total Score)
On-site Supportive Services
10
Development Team Experience with Similar Developments
Total Maximum Points
20
30
Financial Strength - (23% of Total Score)
Amount of Public Funding Requested (Leverage)
10
Public Investment per Eligible Unit
10
Debt Coverage Ratio or No Debt Allowance
Total Maximum Points
3
23
Population Served- (20% of Total Score)
Homeless families (HUD Definition)
5
Special Needs - Veterans & HUD Definition of Special Needs Population
5
Combination of Homeless families, Elderly and/or Special Needs
Total Maximum Points
10
20
Total Points
100
Bonus Points – (up to 25%)
Housing Efficiencies/Green Building Techniques
5
Development in a Transit Station Area
10
Proximity to Amenities and Services
Total Maximum Bonus Points
10
25
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Required Submission Documents
All documents can be found at
http://charmeck.org/city/charlotte/nbs/housing/Pages/rfp.aspx OR
Housing Stability Fund
a. Form A - Joint Funding Application for Supportive Housing
b. Form B - Operating Pro Forma
Operating Budget for the real estate development and provide a narrative explanation of
budget items.
c. Form C – Capital Sources
Provide a narrative description of funding commitments for all sources of funds, other
than those being applied for through this RFP.
d. Form D - Sketch Plan Application
Preliminary design documents, including site and floor plans
e. Evidence of Site Control
Site control and required zoning can be exhibited through an option to purchase, purchase
contract, executed deed or a City-approved lease of at least as long as the requested loan
term or period of affordability.
f. Determination of Fair Market Value
Development appraisal or a third party assessment, which determines fair market value
and replacement cost will be accepted
g. Other Funding Commitments
All letters of commitment for capital funding sources
h. Area Map
Map with location and directions to the site
i. Form E – Supportive Services Budget Excel Spreadsheet (Complete if applying for
County funding.)
j. Form F – Contractor E-Verify Declaration Form (Complete if applying for County
funding.)
k. Form G – M/W/SBE Form M/W/SBE Compliance (Complete if applying for County
funding.)
l. Form H – Conflict of Interest Policy (Complete if applying for County funding.)
m. Form I – Appendix 1, 2, and 3 ( Applying for City Funding)
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6.
APPENDICES
35
Appendix A
For the purposes of this RFP, the available funding includes capital and supportive service
dollars.
Funding Partners by Type of Funding Available
Capital to Develop
New/Existing Housing
City of Charlotte – N&BS
Housing Services
Supportive Services
X
Mecklenburg County
Community Support Services
X
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APPENDIX B
RFP Review and Selection Process Flow Chart
RFP Applications
are received by
CSS.
Which funding source is requested?1 RFP application
is forwarded to appropriate funding source committee
for review.
(See RFP Checklist.)
HTF Review Sub-Committee
HSS Review Sub-Committee



Reviews, scores and makes
recommendations on Housing Trust Fund
(“HTF”) dollar RFP applications.
City of Charlotte representatives.

Reviews, scores and makes
recommendations on Housing Supportive
Services (“HSS”) dollar RFP applications.
Mecklenburg County representatives.
Collaborative Partner Review Committee


Reviews sub-committee RFP application
recommendations and awards agency contract.
All sub-committee representatives.
All City funding is subject to
approval by Charlotte City
Council. RFP applicant is notified
and awarded contract.
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1
RFP Applicant can apply for both funding sources and /or one funding source.
APPENDIX C
DEFINITIONS2
Affordable Housing is non-time limited housing that is available to target populations with
incomes less than 30 percent, 50 percent, or 60 percent of area median income (“AMI”). The
target population must meet the AMI requirements to be eligible for affordable housing. For the
purposes of this RFP, at least 60% of the target population must be less than 30 percent AMI.
Capital for Housing is costs associated with construction, rehabilitation, acquisition, and other
associated development costs. These are one-time costs associated with developing the housing
structure.
Chronically Homeless means an unaccompanied homeless individual (18 or older) with a
disabling condition OR a family with at least one adult member (18 or older) who has a
disabling condition who has either been continuously homeless for a year or more OR has had at
least four episodes of homelessness in the past three years. The disabling condition can include
mental illness, chronic substance abuse, HIV/AIDs, physical disability or developmental
disability.
Continuum of Care is a coordinate community plan to organize and deliver housing and
services to meet the specific needs of people who are homeless as they move to stable housing
and maximum self-sufficiency. It includes action steps to end homelessness and prevent a return
to homelessness.
Diversion is a strategy that prevents homelessness for people seeking shelter by helping them
identify immediate alternative housing arrangements and, if necessary, connecting them with
services and financial assistance to help them return to permanent housing.
A Homeless Family is one or more adults (18 or older), a pregnant woman (18 or older) or a
legal caregiver with at least one child under 18, who is residing in the home or is in the process
of reunifying with their parent or custodian. Parents who are in the process of reunifying with
their children must demonstrate that there is a clear plan in place for the custody of the children
to be restored.
Housing Choice Project-based voucher is a form of rental assistance whereas the local
Housing Authority contracts directly with the housing owner. The subsidy is directly attached to
a specific number of units in a development. Typically, the term is 15 years with five year
renewals up to a maximum of 40 years. The housing owner is required to have a memorandum
of understanding with a service provider and to ensure that tenants are provided the services they
need.
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Imminent Risk of Homelessness are those who will lose their primary nighttime residence with
no subsequent residence, resources, or support networks within 14 days.
Non-time limited or Permanent Housing is independent community-based housing that has no
artificial time-limit on tenancy or specific service requirement as a condition of tenancy albeit
services may be provided depending on the residents served. Residents hold rental agreements
and can stay in the housing as long as they choose and as long as they are in compliance with
their rental agreement or lease. Non-time limited housing is also referred to as “permanent
housing.” The use of the word “permanent” does not imply an expectation or requirement that
the tenant will stay in the unit indefinitely. “Permanent” means only that the housing is not
artificially time-limited.
Prevention Activities or programs designed to prevent the incidence of homelessness,
including, but not limited to:
 short-term subsidies to defray rent and utility arrearages for families that have received
eviction or utility termination notices;
 security deposits or first month’s rent to permit a homeless family to move into its own
apartment;
 mediation programs for landlord-tenant disputes;
 legal services programs that enable representation of indigent tenants in eviction
proceedings;
 payments to prevent foreclosure on a home; and
 other innovative programs and activities designed to prevent the incidence of homelessness
Rapid Rehousing is a strategy that has proven effective in ending homelessness by helping
homeless households return to housing as soon as possible. It is targeted to people are who are
homeless but have lived independently in permanent housing at some point. The focus of this
strategy is to address obstacles related to access to affordable housing due income and/or strained
rental histories.
Rehabilitation includes activities that are major in scope including but not limited to: structural,
mechanical and electrical repairs, roof, windows, doors and work required when it has been
determined that the useful life is 5 years or less and developments where rehabilitation is needed
to make the units habitable. Repairs such as painting, replacing floor covering, and trim work
are only eligible when they are part of a larger development.
Rehabilitation proposals must:
 Have been placed in service on or before December 31, 1998
 Require Rehabilitation expense in excess of $15,000 per unit
 Not have acquisition cost in excess of 60% of the total replacement costs
 Not have begun or completed a full debt restructuring under the Market to Market process (or
any similar HUD program) within the last 5 years.
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
Not deteriorated to the point of requiring demolition
Rental Assistance pays for a portion of the client’s rent for a particular housing unit or housing
building.
Supportive Services includes outreach and engagement, case management, information and
referral, mental health and/or substance abuse treatment, healthcare, employment and job skills
training, life skills training and housing stability. Typically, services are offered “on-site,” which
means the case manager comes to the housing unit. Clients are not required to access or utilize
supportive services as part of award. However, services must be made readily available, funded
and appropriate for the target population served.
Level of Supportive Services varies and depends on the needs of the target population served.
The level of supportive services is determined by the case manager, during the intake and
assessment process.



2
High level of supportive service means care is long-term in nature and is critical for housing
stability. High level services include intensive, comprehensive, readily available (on-site)
case management services. As a result, this level of service is the most costly because the
need is great.
Medium level of supportive service means care is for a period of time and may taper off and
perhaps go away as a person becomes stable in housing. Services will be available on-site
through case management visits. Visits could be weekly or monthly, depending on the
results of the case manager’s assessment.
Low level of supportive service means care is provided as needed and usually to target
populations that are in transition from homeless to housing. Case management services are
typically time-limited and less frequent in nature. These “check-ins” may be provided on or
off site.
Sources for definitions include HUD and King County, WA RFP.
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APPENDIX D
RFP Review Committee and Sub-Committee Member Composition
Housing Trust Fund (“HTF”) Review Sub-Committee
Funder: City of Charlotte
Funding Source: Housing Trust Fund
Funding Use: Rental Housing, New Construction and Rehabilitation
Name
Zelleka Biermann
Warren Wooten
Pamela Wideman
Department
Neighborhood & Business Services
Neighborhood & Business Services
Neighborhood & Business Services
Housing Stability and Supportive Services (“HSS”) Review Sub-Committee
Funder: Mecklenburg County
Funding Source: General Fund or tax dollars
Funding Use: Personnel for delivery of supportive services
Name
Stacy Lowry
Karen Pelletier
Jamie Privuznak
Department
Community Support Services
Community Support Services
Community Support Services
Collaborative Partner Review Committee
Name
Agency
Zelleka Biermann
City of Charlotte
Warren Wooten
City of Charlotte
Stacy Lowry
Mecklenburg County
Karen Pelletier
Mecklenburg County
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