2024 Western PA Regional ESG RFP

Request for Proposal
What Request for Proposal are you responding to?*
Agency Name:*
Agency Address:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Contact Person:*

First NameLast Name
Title:*
Phone Number:*
Fax Number

Area CodePhone Number
Email:*
Please indicate which service categories you intend to provide services in.

Rapid RehousingStreet OutreachHomeless PreventionEmergency Shelter

Section 1. Program Design-Please upload applicable forms
Homeless Prevention

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Rapid Rehousing

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Emergency Shelter

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Street Outreach

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Emergency Shelter Applicants Only
3 or 10 Year Commitment Letter (for Shelter Applicants)

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Appraisal or Cost Level Ratio

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Signed Current Code Inspection Report and/or Occupancy permit (no less than 1 yr old)

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Code Deficiency report or citation

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Estimate of Energy Savings by Professional

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Estimate for Bathroom renovations specific to comply with Equal Access Requirement

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Certification of Local Government Approval Form (REQUIRED)*

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If your shelter serves families with children, do you deny assistance to or separate members of a family with children based on gender or age?*

YESNON/A-does not serve families with children

Section 5. Benchmarks
b. Proposed number of clients/projects to be served *

Section 6. Budget and Budget Justification
Please upload your Completed Attachment A files.

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If applicable, upload Emergency Shelter Budget:

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Section 7. Public Participation, Community Need & Collaboration, Match
Copy of Publication, Agenda and Minutes of Local Public Hearing*

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Match Commitment Letter

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Statement of Need (Please see guidelines for content)*

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COC Support Letter (ONLY IF NOT PART OF WESTERN PA-601 COC)

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Please upload a completed W9 Form*

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Please upload a completed Direct Deposit Form*

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Section 8. Sub-Recipient and Contractor Organization Information
Program Manager Controls:

Rate the following categories truthfully and honestly, based on the level of implentation, as this will help us grow a strong partnership.

Information Sharing and Communication - Generally speaking, rate the following common business practices*

	Implemented Fully	Implemented Partially	Not Implemented
The Program Manager has easy access to current fiscal policies and procedures which are clear and understandable
The Program Manager receives regular training regarding changes in fiscal policies and procedures and your responsibilities in regard to maintain fiscal controls
The Program Manager has access to information about requirements contained in all funding agreements supporting your program and receive regular training regarding changes or problem areas
The Program Manager has adequate time and support to communicate fully with employees you supervise regarding fiscal and program policies and procedures, quality standards and control expectations
The Program Manager provides regular input into the design of training and resource materials to assist staff in understanding and complying with control policies and procedures

Control Activities - Evaulating whether staff understand job respoonsilblites and expections*

	Implemented Fully	Implemented Partially	Not Implemented
The Program Manager has meaningful input in the job descriptions and hiring decisions for all positions with your program
The Program Manager reviews and approves the personnel activity reports for all employees they directly supervise
The Program Manager utilizes consistent procedures to be certain that employees they supervise who function as supervisors are providing meaningful review of personal activity reports for those they supervise
The Program Manager is responsible for ensuring that all purchases made through their program are necessary, reasonable and allowable
The Program Manager provides input into procurement requirements for goods and services which will be utilized for your program

Risk Analysis - Identify and assess factors for achieving a program goal*

	Implemented Fully	Implemented Partially	Not Implemented
The Program Manager reviews each new funding agreement related to your program to identify compliance requirements and determine whether adequate control systems are in place to ensure compliance
The Program Manger is required to report risks observed and provide a clear process for reporting and investigating your concerns
The Program Manager is regularly asked to participate in risk analysis discussions

Monitoring - Awareness of program systems *

	Implemented Fully	Implemented Partially	Not Implemented
The Program Manager systematically reviews program service data from programs they supervise to ensure that they are complete and accurate
The Program Manager reviews monthly financial data for programs they supervise, comparing actual to budget and identifying potential errors or omissions
The Program Manager fully understands the process to report and resolve program and financial data questions and errors is clear and follow it consistently

Low Income Community Representatives are encouraged to:*

	Views are sought and used	Opportunity for Improvement
The agency completes a community needs assessment and shares their perception of community needs, including relative importance and urgency of various need areas as part of an ongoing process.
Share your perceptions regarding the match between the programs and services your agency offers and community needs as part of the strategic planning process.
Share your perception regarding the effectiveness of your agency's communication strategies in building broad awareness of the programs and services available to low income individuals and families as part of the strategic planning and evaluation processes.
Share you understanding of other community resources, including changes in their availability, that may impact the demand for the agency's services through the strategic planning process.
Provide feedback about the treatment of participants and quality of services as part of agency's evaluation of programs.
Participate actively in the agency's discussion of the annual budget to understand the proposed use of resources and express your views about priorities for the use of unrestricted funds.
Fully understand the role of your agency as a whole and the specific responsibilities of low income community representatives required under the terms of funding agreements.
Small, Minority and Women Enterprise Participation and/or Participation by Labor Surplus Area, Section 3, and SERB Firms. (If the Contracted Partner qualifies under any of the categories listed below, the Contracted Partner shall set forth the basis so the procuring agency can determine which category(s) is applicable to the Contracted Partner.)a.Small Business Firm; b.Minority Owned Business Firm; c. Women Owned Business Firm;d. Section 3 Business Firm
Fully understand the financial condition of your agency, including understanding its monthly financial reports.
Share your perceptions about the effectiveness of agency practices, including annual self-evaluation.
Raise questions and offer observations based on your experience during discussions.
Share your observations regarding strategies that would support full participation by all low income representatives including meeting times, locations, the availability of child care, transportations or other needed assistance, interpretations services and other factors which could increase participation by low income representatives.

Control Environment - Seeking to understand staff perception for program process*

	Implemented Fully	Implemented Partially	Not Implemented
The Agency has established an environment which demands honesty and integrity and encourages all staff to report concerns without retaliation
Management demonstrates the highest standards of honesty and integrity and encourages all staff to report concerns without retaliation
Management seek feedback from staff they supervise to understand their perceptions regarding expectations for honesty and integrity
Procedures for dealing with concerns about honesty and integrity are clear
Management has confidence that staff will be treated respectfully and will not face retaliation if concerns are reported

Section 8. For New/Prospective Sub-Recipients/Contractors Only
Agency Documents:

Attach the following items where applicable. New/Prospective Sub-Recipeints/Contractors upload here. Current sub-recipeints/contractors may upload to our server.
Agency Policies and Procedures for Rental Assistance Programs (New Partners Only)

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Conflict of Interest Statement(New Partners Only)

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Organizational Chart (New Partners Only)

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501c3 (New Partners Only)

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Current Agency Audit (New Partners Only)

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Section 9. Submit
Should be Empty:

Request for Proposal