Frequently Asked Questions - RFP - Request for Proposals
General RFP information can be found at the link above. The Sub-categories below represent the programs implemented by MFA sub-grantee partners.
CHDO RFP (4)
Community Housing Development Organization
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Energy $mart (28)
Energy $mart RFP
For example, please advise what the difference between supplies and WAP materials, or vehicle expenses and travel. Offerors should provide high level budget numbers, not detailed budgets. Page 3 of the RFP lists and provides a brief description of all the budget categories.
- An example of a Vehicle Expense would be the purchase or maintenance of a vehicle.
- An example of Travel would be anticipated travel expenses, such as fuel and per diem, necessary to serve the Offeror's proposed territory.
- WAP materials relate to items being put into a home, such as insulation or light bulbs.
- Supplies refers to office supplies needed for your operation that are not attached to a home such as paper, ink etc.
- Maintenance, Repairs and Property Insurance refers to the structure that houses the weatherization program.
The NM Energy$mart Program will provide tools and equipment to successful Offerors, these items do not need to be included in the budget.
The PDF document of the RFP is the correct Application document. MFA has removed the incorrect word version of the application and will upload the correct Application document in Word format as soon as possible.
The MFA review team contains staff that work outside of the NM Energy$mart program. RFP packages are not altered in any way when disbursed to the review team therefore it is important that you provide complete packages, which would include “proof of work” and “proof of frequency of findings” for review.
The RFP lists the Building Performance Instutute's (BPI) certifications. These nationally recognized certifications require an individual to pass a proctored exam from a BPI affiliate, such as the NM Energy$mart Academy at Santa Fe Community College. BPI courses and NM Energy$mart trainings prepare individuals to pass thes tests, however, that training is not a substitute for the certification.
BPI describes the two "Envelope" certifications as follows:
Envelope – quantify performance and prescribe improvements to help tighten the building envelope (shell), stop uncontrolled air leakage and optimize comfort, durability and HV/AC performance.
Residential Building Envelope Whole House Air Leakage Control Installer – implement measures to tighten the building envelope to reduce energy loss from air leakage and also reduce pollutants and allergens through air migration. Improve thermal comfort and energy efficiency through the proper installation of dense-pack insulation materials.
For the category "“Frequency of Findings: Federal Funds,” please provide the most current letter dated 2010 or 2011. Anything older than that is not necessary to provide. If you did not receive a letter from a monitoring, please a list the names of the agencies and the dates of the most recent monitoring visit." If the Offeror was not monitoried it is acceptable to list the federal sources that have not conducted a monitoring visit as "No Monitoring Visit/Letter."
Yes. Offerors may provided MFA with legible, double-sided documents.
Please provide 1 (one) bound copy of your external audit on top of the proposal.
Page 7 of RFP: 2.4 Additional Proposal Requirements Applications and forms may be downloaded from the MFA website: www.housingnm.org. Where are the forms located?
The forms are located at: http://www.housingnm.org/general-publications.
Page 11 # 6 Finanical Management:
- In the RFP Training, We were told that we needed to mark up the budgets to include Admin, Leverage, and T & TA is this correct?
- Also in normal budgets we allocate items to admin, program, leverage, H&S and T & TA on the budget form provided, we do not have that option.
- What total are you looking for in the budget form provided? Do you want the Estimated amounts provided my MFA or do you want it to include amounts including all of the above mentioned categories? Please advise.
- An Offeror does not need to include Admin, Leverage and T & TA into the budget form that has been provided
- Offerors may include their desired T & TA amount in the training section of their training plan; however, this is not mandatory.
- Please provide estimates based on the amounts provided by MFA.
Is it possible for MFA to provide a sample RFP response that would provide guidance to applicants who are new to the WAP. Information that would be especially helpful is a QAP that has had MFA approval, and a description of the makeup of the crew that others use to accomplish this work. Thank you for your assistance.
The intent of this section is for the Offeror to provide MFA with the process that it will use to implement the program.
This RFP is new and no prior proposals nor approved Quality Assurance Plans are available. MFA will not be able to provide a sample RFP response.
In terms of staffing, the NM Energy$mart Technical Standards (Standards)provide a description of the different job categories in section 15000 “Weatherization Personnel.” More detail from a Department of Energy Perspective can be found at http://www1.eere.energy.gov/wip/retrofit_guidelines_overview.html#pubs. DOE “core competencies” by job category are available here: http://www.waptac.org/Training-Tools/Core-Competencies.aspx.
In terms of Quality Assurance Plans, the Standards Section 2900 describes Final Inspection procedures. In addition, the Texas Department of Housing & Community Affairs has a sample final inspection “best practice.”
Answered in a previous question.
The budget should be based on each individual region.
Is there a breakdown for the following Admin. and what is the 5% based on. Also where do we get the rest of the line items for Prog. Ops,Leverage, Health and Safety T&TA and for how may years?
Offerors should submit the most accurate estimates possible. MFA will determine final allocations and will support the successful Offerors in developing complete budgets.
- Admin can be no more than 5 % of the total award.
- Line items should reflect true estimated costs for audit liability insurance, leverage.
- Leverage can be up to 5% of the total award.
- T & TA has historically been 5% of the total, but the Offeror can make a case for their training plan up to 15% if justified by need.
- Program Operations can be determined by using the Mock Schedule A.
- At the state level, Health & Safety has been budgeted at 15% of program operations.
We have 30 different funding sources for our programs outside of Weatherization. Do we need letters from all the sources or only those related to Weatherization? We are very concerns about obtaining 30 additional letters by the due date.
We are unable to answer this question without further clarification. Please let us know what section of the RFP you are referring to.
On Page 21 - Attachment B Estimated Funding & Production by County - Please clarify that the dollar amount given in the region is the Progarm Ops amount only?
The dollar amounts on Attachment B are estimates of Program Ops only.
Item 2.4.3 in the rfp says that MFA forms released with the application, including application, budgets, certifications, and schedules must be on forms provided by MFA. The only form we can find on the MFA website is the 2012 NM Energy$mart RFP Application checklist. Are there budget, schedule, certifications, or other forms we must use and where are they on the website?Thank you.
We apologize for the confusion. As of this date there are now forms for the Application, Budget and Certifications on the website.
Page 7 of the RFP says 1 original and six copies of the application and all required schedules and attachments. The RFP checklist says 1 original and 4 copies. Which is correct?Thank you.
The correct answer is 1 original and 6 copies
Please clarify the clarification posted 11/29 re letters of recommendation. We currently provide services in multiple counties. Do we need to provide a letter from a unit of local government for each county we currently serve? For example, if we serve 5 counties now, we need to include 5 letters in the proposal. Thank you.
What do Offeror’s provide if the monitoring agency has not provided a letter and what years are required?
Please provide the most current letter dated 2010 or 2011. Anything older than that is not necessary to provide. If you did not receive a letter from a monitoring, please a list the names of the agencies and the dates of the most recent monitoring visit.
The requirement states that if Offeror is not a unit of local government, Offeror must submit a Letter of Recommendation from a unit of local government from areas where the Offeror has performed services. A Letter of Recommendation should be in the form of a letter supporting the Offeror’s application, dated no more than 180 days prior to the application date, signed by a local government official authorized to sign such a letter of the city, town, village or tribe in which the program activity will take place. For activities that will take place in unincorporated areas, the county is the unit of local government. The letter must specifically endorse the project/activity proposed in the application.
As clarification, In order to fulfill the RFP requirement an Offeror must submit one (1) letter of support from a unit of local government where an Offeror has, or is currently performing services. If an Offeror is ultimately awarded a service territory, a letter of support from a unit of local government for the awarded service territory will become part of their contract for NM Energy$mart.
An Active GB 02 or GB 98 license is required as part of minimum threshold. The question is whether an agency can certify that they will obtain the proper certification if awarded NM Energy$mart Funds.
At a minimum, an Offeror should have a partnership in place that is contingent on the award of funding in order to pass the GB 02 or GB 98 requirement. Proof of this can be in form of MOU with the qualifying party.
The RFP states the CPA’s auditors report must be conducted in accordance with Government Auditing Standards (GAS). The presentation states it must conform to GAAP Standards. What is the correct reference?
The correct Reference is that the audit must conform to Government Auditing Standards (GAS).
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HOPWA RFP (4)
Housing Opportunities for People with AIDS
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teona:zdraste ,spasibo za otvet u menia takoe chustvo chto prosto xiu len so konca ne daiot obiasnenie svoemu metodu ia imeiu v vidu xooponopono,i vtoroe vot ia povtoriaiu eti slova obrashaius k bogu ,no situacii idut xuze tak skazat uxudshenie a ia zdu uluchenie kak govoritsa.tak v chem ze delo ia delaiu vsio po sxeme .mozet ia oshibaius no pochemuto tak ,mozet eti znania ne slia shirokoi publiki?-vot interesno chto skazite po povodu uxuchenie situacii v obshchem s uvazeniem teona
HPRP RFP (3)
Homelessness Prevention and Rapid Re-Housing Program
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teona:zdraste ,spasibo za otvet u menia takoe chustvo chto prosto xiu len so konca ne daiot obiasnenie svoemu metodu ia imeiu v vidu xooponopono,i vtoroe vot ia povtoriaiu eti slova obrashaius k bogu ,no situacii idut xuze tak skazat uxudshenie a ia zdu uluchenie kak govoritsa.tak v chem ze delo ia delaiu vsio po sxeme .mozet ia oshibaius no pochemuto tak ,mozet eti znania ne slia shirokoi publiki?-vot interesno chto skazite po povodu uxuchenie situacii v obshchem s uvazeniem teona
Rehab RFP (4)
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Rental Assistance Program (RAP) RFP (20)
Rental Assistance Program
Page 7 of the RFP states "If awarded for Essential Services under 2011-2012 TSS EHA RFP, Offeror willbe eligible to apply for this RFP however, if awarded, Offeror must rescind oneaward." Is there any chance that this will change?
Answer:
Not at this time.
RE: Homeless Prevention eligibility requirements on page 13. Please clarify "in addition to the requirements above"
Answer:
"In addition to the requirements above" refers to Section G. Beneficiary Eligibility items 1-4 on pages 12 and 13 of the RFP.
Is HQS inspections required is applying for Homeless Prevention Funds Only?
Answer:
HQS inspections are required for units assisted with TBRA funds only.
Our audit had no findings...that being the case, there is not a management response letter. Is there anything we can provide in lieu of this or is it acceptable that we don't have one due to their being no findings?
Answer:
If your audit did not have any findings, you would not have a management letter to provide.
Regarding the question about how to show the amount of funds sought from ESG funding and TBRA funding, it does not appear we can enter anything into the proposed scope of work section that is not part of the chart that is present. Would it be acceptable to provide detail for the request in a cover letter only?
Answer:
Yes, it is acceptable to provide detail regarding the funding request in the cover letter.
Under Threshold requirements it states, in lieu of a certificate for the MFA RAP RFP training, Offer must provide a letter from MFA documenting that the absence was excused. What is the procedure for being considered for or getting an excused absence from MFA?
Answer:
If an agency was unable to attend the RAP RFP Training, the agency should have contacted MFA prior to the training or within 24 hours to request an excused absence. If MFA excused the absence from the mandatory RAP RFP Training, attach the email or letter to the RFP application.
Regarding the proof not debarred from the federal government-when I go in the EPLS site, I enter our agency name and TIN and it says "your search returned no results". Is that all that I need to print out to provide the proof?
Answer:
Yes, print the EPLlS creen that states "your search returned no results."
We will be applying for funds for a county that is eligible for both TBRA funds and ESG funds. We would like to use ESG funds to pay for case management/mediation for those eligible for TBRA funds. There does not appear to be a way to reflect this on the application. While we can request a certain amount, we cannot specify that we would like a certain amount from each funding type. Will grantees automatically be given funds from both sources?
Answer:
Outline your request for TBRA and ESG funding in the Proposed Scope of Work Section of the application (page 24 of 26). Additional explaination may be provided in a cover letter. Both TBRA and ESG funding will be awarded to selected agencies for all areas outside of the city limits of Albuquerque and Las Cruces where only ESG funding is available.
I am looking to clarify what funds can be used for and eligibility requirements: We are seeking to apply for funds for two counties. One county is only eligible for the ESG funds. From what I understand, the ESG funds for Homeless Prevention can be used for mediation between tenant and landlord, as well as to provide rental assistance to someone who has received an eviction notice (among other things). The second county is eligible for ESG AND TBRA funds. It appears the TBRA funds cannot be used for Case Management or Mediation. Also, in order to be eligible to receive assistance with TBRA funds, the participant must meeting the definition of homelessness according to HUD. Am I understanding this correctly? Also, for the county that is eligible for both funds, could the ESG funds be used to provide case management and/or mediation for those receiving assistance with TBRA funds?
Answer:
Yes, the eligible activities for ESG and TBRA are outlined correctly. In order to be eligible to receive TBRA assistance, the participant must meet HUD's definition of homelessness or at risk of homelessness. Yes, ESG funds my be used to provide case management and/or mediation to clients eligible for TBRA assistance.
HQS Certification, if an individual has the certification how long does HUD say it is good for or how often does the individual need to go back to be recertied once he is certified.
Answer:
Housing Quality Standards (HQS) Certification is required in a TBRA assisted unit at initial move-in and annually during the term of the TBRA assistance.
We are looking to apply for funds to assist two counties. One of the two counties is eligible for the TBRA funds and one of the counties is only eligible for the ESG funds. Are we able to apply to serve both counties? The TBRA funds would be used only for the county that is eligible.
Answer:
Your agency is able to apply to serve both counties. Yes, TBRA funds could only be used in a county that TBRA funds are eligible.
I understand that attending the training was mandatory, however if there is funding left over, may we still turn in an application for consderation for those funds not used?
Answer:
The mandatory RFP Training was held on March 18, 2011. This training was widely advertized and agencies were notified of this new program beginning in January 2011. The RFP training is one of the requirements of the RFP application and procurement process. MFA will award all of the funding through the RFP process.
Answer:
The mandatory RFP Training was held on March 18, 2011. This training was widely advertized and agencies were notifed of this new program beginning in January 2011. The RFP training is one of the requirements of the RFP application. There will not be another training held for this RFP.
Tennille Bernard tenbernard@salud.unm.edu Our program coordinates a network of "navigators" or people to work with community groups and charities to provide funding and other support to those clients in need. Provided that our group meets all the minimum requirements, and we specify which groups we will be partnering with, would we be able to redistribute the funds within our network to clients who meet the requirements, or must we give the funds to the clients directly?
Answer:
Part IV, Section K. of the RFP states: "Use of subcontractors must be clearly explained in the proposal and the method of selection must be noted. The offeror will be wholly responsible for the entire performance whether or not subcontractors are used. MFA must approve in writing any subcontractors." In practice, both Prime and Subcontractors distribute funds directly to qualifying clients. Explain your agency's plan for expending the funds within your agency's RFP response.
If I am reading the RFP right, Albuquerque is only eligible for a portion of the approximately 300k in ESG funds, that would be spread to agencies throughout the state. Sandoval county, however, would be eligible for a portion of the ESG funds and a portion of the TBRA funds. Is this correct? Am I reading this correctly?
Yes, this is correct. The City of Albuquerque receives TBRA funds directly from HUD and is therefore, only eligible for the ESG funds. At this time, Sandoval County is eligible for TBRA and ESG funds through the RAP RFP.
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teona:zdraste ,spasibo za otvet u menia takoe chustvo chto prosto xiu len so konca ne daiot obiasnenie svoemu metodu ia imeiu v vidu xooponopono,i vtoroe vot ia povtoriaiu eti slova obrashaius k bogu ,no situacii idut xuze tak skazat uxudshenie a ia zdu uluchenie kak govoritsa.tak v chem ze delo ia delaiu vsio po sxeme .mozet ia oshibaius no pochemuto tak ,mozet eti znania ne slia shirokoi publiki?-vot interesno chto skazite po povodu uxuchenie situacii v obshchem s uvazeniem teona
TBRA RFP (4)
HOME Tenant Based Rental Assistance
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TSS RFP (45)
Transitional and Supportive Services
I have downloaded v2 of the budget form...however is the last section of the homeles prevention (30% cap) suppose to figure into our Total Activity Expenditures? because it doesnt add that figure in.
A corrected budget form has been posted. Corrections made by hand will also be accepted, as will budgets with totals that are incorrect due to the formula error.
2/17/2011
On the checklist. Current registration with NM AG or proof of submission: Current Letter of support. Do i need to include those as seperate items or is it I submit only one document?
One document should be submitted for the registration with the NM Attorney General: either the letter showing registration, or proof that registration documents have been submitted.
The letter of support should be a separate document, from the unit of local government.
2/16/2011
On the checklist, page 18 of the application, I have proof of Current registration with NM Attorney General. Is that good enough or do I still have to submit a Letter of Support as a seperate document?
Yes. The letter of support must be from the unit of local government, usually the city. If the area is unincorporated, then the letter of support should be from the county.
2/17/2011
If we have met the Minimum Criteria Threshold from last year and submitted a Letter of support along with last year's proposal, does another letter have to be submitted this year's RFP? The reason i ask is because of page 6, section II, part A. line 2. The lead in says:"This includes the minimum criteria outlined below.....and minimum criteria outlined below for agencies not receiving funds in the previous contract year."
All of the Universal Minimum Threshold items must be submitted for this year - so a new letter of support is needed.
The only items not needed for agencies funded previously are in the New Agency Minimum Criteria, on page 7.
2/16/2011
Does the Summary of the Auditors Opinion's Letter (page 19 of the application Section i part c), have to be a separate document or can the responses be apart of the auditor's letter?
The summary requested on page 19 should be typed into the application form. The letter itself shoudl be submitted as part of the financial audit.
2/16/2011
We are applying only for Essential Services. The language on the budget form is confusing; I understand the column headings but the line items are a mystery. Our line items are simple. We have program staff salaries, specific assistance to persons served, travel/supplies/communications, support staff and overhead costs. We intend to ask for funding ONLY for program staff and specific assistance. 1) line 9: "Emergency Homeless Assistance: Shelter Operations or Essential Services" - what items from our budget go here? 2) line 26, "Emergency Shelter Operations Only: Staff Costs" - is it safe to assume we enter no items here? Where do we enter our staff costs? 3) line "Emergency Shelter Operations Only: Essential Services (30% cap)" - what items are entered here? I am guessing none. 4) line 41, we consider our services homeless prevention, but perhaps there is another definition. What part of an essential services budget would be entered here? May I also point out that I have been writing grants at the local and national levels for 30 years and have never seen such a confusing and jargon-encrusted budget in all that time.
We apologize for any confusion in the budget. All line items for Essential Services Only should be entered in the very first section of the budget; the remaining sections only apply for Emergency Shelter Operations and can be ignored by those applying only for Essential Services funds.
Please also refer to the ESG Desk Guide on eligible activities under Essential Services, as several of the items mentioned are not eligible in that category.
The budget structure is a historical artifact resulting from passing through HUD Emergency Shelter Grant funds to allow maximum flexibility to agencies to use the funds for most of the eligible federal activities, which has resulted in an unfortunately complex document, as there are specific limitations for each activity. Please see the ESG Desk Guide on eligible activities for additional information.
We will be working to simplify the budgets for the contracts resulting from this RFP.
2/16/2011
I did not attend the training this year. Are there any monies for Homeless Prevention separate from Shelter operations Emergency Funds?
No, separate funds for Homeless Prevention separate from Emergency Shelter Operations are not available through this RFP. They will be available through the new Rental Assistance Program RFP, which is expected to be released in March. For more information, please see the HOME Tenant Based Rental Assistance (TBRA) page.
2/16/2011
The funding for the Continuum of Care Match and Permanent Supportive Housing Operations, both of which require prior funding from HUD through the national competitive Continuum of Care process, is not available through this RFP.
CoC Match and Permanent Supportive Housing funding will be available through a collaborative procurement process this spring, which MFA is conducting with the New Mexico Coalition to End Homelessness. NMCEH is currently scheduling CoC meetings for City of Albuquerque and Balance of State, to review & provide feedback on the process. After this first review, the process will be brought to the NMCEH membership meeting in March for final review before the request for applications is published for all current Continuum of Care recipients.
This new process will mean that these funds are applied for when agencies apply through NMCEH to renew their CoC funds.
Please call MFA directly for more information on the new funding process for these two activities.
2/16/2011
I have seen that for annual budget it is suggested to have the FY2010 Budget. However, we are in process of expansion and we are anticipating higher operations expenses for FY 2012 and for that reason we are asking for more funds. How we can show the higher anticipated expenses if we have to put the 2010 Budget or FY11 Budget? We should be able to show the Projected Budget for FY12 somehow.
Please include projected budget totals for 2011-2012 in the Budget form (section F), for each line item.
2/15/2011
A corrected budget form has been posted. Corrections made by hand will also be accepted, as will budgets with totals that are incorrect due to the formula error.
2/15/2011
Our agency is a non profit (I took the webinar for essential services) but we do not have an audit. Another non-profit is willing to collaborate with us to apply for funding on a project that we are providing a services coordinator for. They will supply the audit and any other info that is needed that we do not have. Is this OK?
This RFP does not allow for collaborative applications as described, but subcontracting arrrangements may be considered by the MFA if fully detailed in the application. The non-profit that meets minimum threshold may apply, including a detailed statement outlining any proposed subcontract with another non-profit, and any additional information that would be helpful in evaluating the capacity of the subcontracting agency.
2/15/2011
In part VII application - 3/4 of the way down the page it asks "For Emergency Shelter Operations: Site Control documentation (see page 7) I am unable to find that information on page 7. Can you explain what this is asking for?
The reference to page 7 is a typographical error; this reference is now at the bottom of page 6.
Please see page 6, under Part II. Minimum Qualifications and Requirements, A. Minimum Threshold Criteria, ii. Activity-Based Minimum Criteria , item a) under "If applying for Emergency Shelter Operations". Documentation of site control of the housing facility is defined as one of the following:
- a current warranty deed in the agency’s name
- a current mortgage note in the agency’s name
- a current lease in the agency’s name
2/14/2011
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The form for shelter staffing is locked and we need a few more spaces to add more names, can this be unlocked or can multiple names be connected to one title?
Yes, multiple names can be connected to one title.
2/14/2011
Attorney General Registration. Just to be clear. Our agency is registered with a status date of June 3, 2010 and has a accepted extension till 6/16/11. The registration statement from June 3, 2010 is eight pages, do you only need all the pages or just the first page? Would you also like the extension confirmation? Thanks so much.
Please provide all pages and include the extension confirmation, as these are newer documents for us to review and we're not sure which page(s) will include the information we need.
2/10/2011
Do we submit the evaluation criteria form with the completed RFP? If so, where do we submit it. It isn't included in the checklist.
No, the self-evaluation form does not need to be submitted with the RFP; this is for your reference.
2/9/2011
At the top of Part C Proposed Budget Schedule for Emergency SHO. We are unable to input our updated program year. The cell is locked. What do we do and how do we go about changing this?
It sounds like you are using a budget form from a previous RFP or from a previous contract. Please download the budget form for this RFP from the Publications page.
2/9/2011
The Certifications are on the last page of the application & RFP, page 23.
2/8/2011
Will there be a separate RFP for Permanent Supportive Housing and Continuum of Care or will these projects no longer be supported by MFA?
Yes, these programs will still be available. Because both the Permanent Supportive Housing Operations and Continuum of Care Match programs require previous funding from HUD through the national competitive Continuum of Care process, funds will be awarded in conjunction with agencies' renewal with the New Mexico Continuums of Care, as a limited source procurement in collaboration with the New Mexico Coalition to End Homelessness.
2/7/2011
This year, no additional budget forms are needed, there is only 1 form. If your agency would not use any of the Emergency Shelter Operations funds for Homeless Prevention and/or Essential Services, those sections of the budget form can be left blank. The information which was previously on the other budget forms is all included in the application form.
2/7/2011
Re question 19 above. I'm confused about the MOUs. I do not find reference to them in the RFP. The only reference I found was for Essential Services Only in last year's RFP. Please clarify whether all DV shelters need to have at least 2 MOUs and if so, where I can find guidelines about what must be contained. We have MOUs with a housing provider and a transitional provider, but I'm not sure whether they directly meet criteria needed.
Yes, all DV shelters should have at least 2 MOUs, if housing placements are not provided by the agency itself. The format of these MOUs is up to the agencies involved. They should include sufficient information to support the housing placement plan described in the application. This means that the MOU should describe the relationship between the agencies for housing placements/referrals, and as a legal agreement should include a start date & end date, and should be signed by both agencies. If MOUs are not available, the agency should include a detailed description in the application.
2/4/2011
The points for correct and on time invoices and reports are awarded based on the invoice due date of the 20th of the following month, plus a processing time of 10 days for MFA. If a correction or late submission caused an invoice to be processed & paid after this period, then the invoice would be counted as late or incorrect. We do take into account holidays when evaluating the processing time.
2/2/2011
Please put the total annual amount the agency anticipates using for that line item within that program.
2/1/2011
We have a few questions from page 19 of the Application: 1) Section B.i.a) asks for "total annual budget." Is this for the program or the agency? Does MFA want our FY2010 budget or a current to-date estimate?
Please provide the total annual budget for the agency, for FY 2010.
2/1/2011
Our agency (DV Shelter) has worked for years with a variety of housing providers but has no written MOU's. What is the best way to deal with this in the application?
Written MOUs (Memorandums of Understanding) or letters of agreement with at least some of your housing providers are required to show how housing placements are achieved. Please contact your partners to obtain letters of agreement or MOUs (or draft one and request their signatures) to submit with your application. Most agreements are no more than 1 page.
2/1/2011
I am interested in finding out more about this grant program. Can you please tell me how many applications your office received in the last round of funding, and of those, how many were awarded? This will help me gauge the relative competitiveness of the program.
Last year, applications were received from 46 agencies, of which 44 received funding. For this RFP, all agencies which pass minimum threshold receive some portion of the funds; the competitiveness is primarily in the amount of funds received by each agency.
1/28/2011
Yes, agencies may apply for any amount. Please note that funds are awarded using a formula based on all points awarded to all agencies in the specific activity, the minimum award, and the total funds available.
1/28/2011
HMIS (NM Homeless Management Information System) has been a requirement for the Emergency Shelter Grant and State Homeless funds for several years. This requirement excludes those agencies prohibited from participating under the Violence Against Women Act (domestic violence service providers).
The system is administered by the New Mexico Coalition to End Homelessness (NMCEH); training is provided to new agencies and new users. Please contact NMCEH at (505) 982-9000 for more information.
Please see HUD's website for general information about HMIS nationwide.
1/28/2011
A current registration (for the fiscal year ending 2009 or 2010) with the NM Attorney General is required for non-profits to be eligible, unless they have proof of exemption from the NM Attorney General.
Non-profits can certify their registration, or submit a current registration & obtain proof of submission, to the NM Attorney General using the electronic registraion system at https://secure.nmag.gov/coros/. Once you have submitted your information, you can print the confirmation page to include in your application.
1/25/2011
There is not a separate administration award or budget category. For Emergency Shelter Operations, eligible administration may be included in the main "Emergency Shelter Operations" section of the budget. Please see the Emergency Shelter Grant Desk Guide for details and examples of eligible expenses.
1/24/2011
On page 7 of the RFP it states that applciations must include the "2011-2012 State of New Mexico Transitional and Supportive Services Program Application". What is this?
The application form is available on the website; it is just below the link for the RFP itself.
1/24/2011
Yes, there is only 1 page for the budget this year, and there are no forms for the Scope of Work for the RFP.
1/24/2011
Only new agencies (agencies which did not receive Transitional and Supportive Services (TSS) ESG & State Homeless funds from MFA for the 2010-2011 year) need to attach their mission statements.
Agencies do not need to include proof of insurance with the RFP response; this will be requested when contracts are issued.
1/24/2011
Yes, agencies applying for Emergency Shelter Operations need to provide documentation of site control, which may be a lease, mortgage note or warranty deed.
1/24/2011
One of the criteria for a 501(c)(3) to receive Emergency Homeless Assistance funds is that it must have the support of the unit of local government for the project for which it is applying. This is demonstrated by obtaining a letter of support from the unit of local government. Here is a sample letter of support that can be prepared by applicants and provided to the unit of local government for signature.
1/24/2011
On the application it asked to please describe how your agency achieves housing placements. What does this mean? Thank you!!
On housing placements, the application is referring to what opportunities & assistance your agency provides to the clients served, on moving into transitional or permanent housing. This may be accomplished by other programs at the agency or referrals.
1/24/2011
I just viewed the webinar this morning presented by Catherine Hummel. I do have a Hud grant currently for support services. I see that the MFA grant requires an audit. We are a small non profit that serices the homeless and have not had the money for an audit. I did inquire a while ago and was quoted $5000. Our funding is used to supply food, clothing and support services. We do not have the money for an audit and now it seems we can not apply for the MFA grant without it. Is there anything we can do to be eligible to apply without an audit?
The minimum threshold for this RFP does require either an audit or audited financial statements, either of which needs to be prepared by an accountant who does not already prepare your financials. A program audit may not qualify, because it does not include information on the agency's overall financials.
1/21/11
A revised application has been posted with this included in the checklist.
To get the documentation from EPLS.gov:
- Go to https://www.epls.gov/
- Click "Advanced Search" at the upper left.
- Click the red X to close the pop up window (you do not need the options it includes).
- Under "Name Search Type", choose "Firm, Entity, or Vessel".
- Under "Name", type part of your agency's name.
- Hit "Enter" - or scroll down & click "Search".
- You should see a page with the heading "Search Results for Parties Excluded by" & stating "Your search returned no results" in a gray box. If you have more results, you will need to go back & type in more of your agency's name.
- At the bottom of the box, click "Printer Friendly".
- Print the page that results, and enclose this page with your application.
1/21/2011
This system (EPLS: Excluded Parties List System) lists all entities that have been barred from doing business with the Federal government; the goal is that your agency is not listed, as this means the MFA can do business with your agency with its Federal and State funds.
2/7/2011 Revised
I see in the RFP that the total available funding for Emergency Shelter Grants is $614,468. Could you tell me what the available funding was for the last 2 years?
The funding awarded for these activities last year was $613,468 in ESG funds and $423,619 in State funds.
The funding awarded for these activities in 2009 was $594,152 in ESG funds and $441,960 in State funds.
We have identified a typographical error in the RFP; it is anticipated that there will be available $614,468 in ESG funds and $288,000 in State funds (the RFP has only $140,000).
1/21/11
The Submission Checklist (page 1 of the application) is not fillable on the computer, it needs to be filled in by hand. The remainder of the application should be fillable on the computer; if not, please re-post a question on the FAQ.
1/21/11
Can my 501(c)3 apply for funds if our focus is the homeless who pass through and not the chronically homeless who reside in our town? We offer emergency shelter which is one night and every 6 months. We are basically a night shelter functioning through our thrift store and we're open 12-10 p.m. We have been in business for 25 years and rarely have people needing assistance after 10 p.m. The police do have our number for after hours; does that count?
There is no requirement to serve the chronically homeless vs. the transient homeless population.
A 501(c)(3) can apply for Essential Services funding if it serves those experiencing homelessness, and does not need to meet specific requirements re: hours & staffing.
A 501(c)(3) can apply for Emergency Shelter Operations funding if it is open year-round, has 6 beds, and has 24-7 staffing. It doesn't sound like the staff are 24-7 in this case; the police department cannot serve as the supportive services staff.
1/21/2011
I have been unable to access the TSS RFP. A message appears stating that the file has been damaged and cannot be repaired.
The current RFP is available at http://www.housingnm.org/general-publications
We have reviewed the files of the previous RFPs at http://www.housingnm.org/tss-esg-state-funding-rfp and have found that the two prior RFP (2009 and 2010) files are working correctly.
Please try right-clicking on the file, and select "Save Link As..." or "Save Target As..." (varies by web browser), and saving the file. Otherwise, please contact MFA directly at 800-444-6880 for assistance.
1/18/2011
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Page 11 #6 Financial Management a. Provide a purposed budget for the Offerors NM Energy$mart program costs, including costs for financial audit & liabilty insurance.............The attachment on the MFA website for the budget, there is one column per region, Audit & Liabity Insurance come under the Admin Category, Where would you like us to add these costs? Also for the Cost Allocation plan...do you want this to include Admin, Program Ops, Leverage, H & S and T & TA? In the RFP training, We were told that we needed to, mark up the budgets to include Admin, Leverage and T & TA. Please advise.
Thank you for bringing this to our attention. Please put the Audit and Liability costs in the slot for Region 1. We will make note not to include them in the budget for Region 1. The cost allocation plan should be a written outline of what expenses an Offeror is planning to share within your organization. Examples of those costs could include rent, utilities, supplies, building maintenance fees, agency management wages not directly related to a home.
FORMS FOR RFP. Where are they located? including the application
Answer: For what RFP are you requesting forms?
How many copies of the RAP aplication are required to be submitted to MFA?
Answer:
Provide 1 original and 3 copies of the entire package. Provide 1 copy of the agency audit including all correspondence referenced and management response, if applicable.
Does HUD have a regulation that states how long and individuals HQS certification is good for? Also what type of software will MFA have available to assist in determining rent calculations?
Answer:
Housing Quality Standards (HQS) Certification are required for units at initial move-in and annually for TBRA assistance. MFA provides an Excel Spreadsheet to determine income and rent calculations.
Documentation of evidence of organization is not applicable for Tribal entities. Regarding letters of good standing, if you are receiving federal funding; for example NAHASDA or ICDBG then you should requests letter of good standing from those funding sources.
For HOME rehab-1) NOFA states: "Recipients of 2010 HOME Owner Occupied Rehabilitation funds must have committed funds prior to the release of this RFP". Does this means ALL HOME funds awarded committed through a contract with a contractor OR all of the HOME funds awarded are committed through an agreement with a homeowner to complete the rehab?. If the former, it would seem inconsistent with the scoring criteria relative to % of units complete.
This means that recipients of 2010 HOME Rehab funds must have begun setting up projects with MFA on that contract prior to the 2011 RFP release. 2010 recipients are 7 months into the 2010 program year and should at least have projects set up in the MFA system. Ideally, the 2010 recipients have begun drawing down thier funds and should have completed 1/2 of thier projected projects by now.
Requirement that applicant attended the training on the 18th is not in the RFP, so we are assuming it is not a threshold requirement for an eligible entity submitting an application. Is that correct? 2) Are these elements that have to be included in the MOU with the EnergySmart provider or does MFA have a preferred or sample form of that MOU?
Particiaption in the Rehab RFP Training webinar was not mandatory. Regarding the MOU, MFA hoped to have this document available before the release of this RFP. As that did not happen, all respondents that pass minimum threshold will be given these points.
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The lead in to paragraph 14 states that "Services under this RFP will be provided on an hourly basis," but paragraph 14(E) requests a flat fee. Can you clarify? Will a proposal be deemed non-responsive if no flat fee is proposed?
Paragraph 14E of the RFP is an exception to what is otherwise anticipated to be services remunerated on an hourly basis. If no flat fee is proposed, the response will be deemed non-responsive as to that question. It is expected that all responses will include a flat fee for the services described in 14E, therefore a response providing an hourly fee would be impossible to compare to all other responses providing a flat fee.
We own our property and also a really old trailer, which is falling apart and offers no insulation. We have also been hearing that this particular type of trailer has the whole electrical system wrapped in paper, which was usual during the time of it being manufactured, and makes it prone to fires. We have been looking into building a house on our property but simply can’t afford it at the moment. Do you offer any type of assistance for home construction?
The mortgage products that are available through MFA are primarily for first time homebuyers. However, MFA has a owner occupied rehabilitation program that may be able to assist you. The homeowner rehabilitation program provides assistance to low-income homeowners who lack the resources to make necessary repairs to their homes. For further information about the program, please contact Laurie Linden,Program Specialist at 505.767.2260 or llinden@housingnm.org.
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