homelessness partnering strategy (hps) · hps is a community-based program designed to address...

2014 – 2019 Homelessness Partnering Strategy Metro Vancouver Designated Funding 2015 – 2016 RFQ: Housing First Readiness Request for Qualifications Guide 7/10/2015

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HOMELESSNESS PARTNERING STRATEGY (HPS)

2015 Housing First Readiness Request for Qualifications (RFQ)

GUIDE

7/10/2015

________________________________________

RFQ Deadline: 12:00 p.m., July 31, 2015

(Request for Proposals Deadline: 4:00 pm August 28, 2015) Please visit http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/ for

Request For Proposal details

THIS GUIDE IS APPLICABLE TO THE

2015- 2016 Housing First Readiness Request for Qualifications ONLY

*2015 – 2016 RFQ: Guide to Housing First Readiness Request for Qualifications This Housing First Readiness Request for Qualifications Guide applies to the Housing First Readiness Request for Qualifications posted July 10 2015. This includes guidance on meeting the qualifications requirements and preparing the related form 2A. Those not successful in the RFQ will not be eligible to submit a proposal under the subsequent Housing First Readiness Request for Proposals (due 4:00 pm August 28, 2015). Information regarding the Housing First Readiness Request for Proposals is available at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/ in the Housing First Readiness Request for Proposals (RFP) Guide.


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TABLE OF CONTENTS

1. SUMMARY ..................................................................................................................................... 3 2. SUBMISSION REQUIREMENTS ...................................................................................................... 5 3. HOMELESSNESS PARTNERING STRATEGY REQUEST FOR QUALIFICATIONS ........................... 6

3.1 Introduction ............................................................................................................................... 6 3.2 The Homelessness Partnering Strategy (HPS) ........................................................................... 6

3.2.1 Purpose ............................................................................................................................... 6 3.2.2 Focus on Housing First ....................................................................................................... 7 3.2.3 2015 – 2016 Housing First Readiness RFQ & RFP Context ................................................. 8 3.2.4 The Homelessness Partnering Strategy in Metro Vancouver ............................................ 8

3.3 Roles and Responsibilities .......................................................................................................... 8 3.3.1 Employment and Social Development Canada (ESDC) ...................................................... 9 3.3.2 Greater Vancouver Regional District (GVRD) ..................................................................... 9 3.3.3 The Regional Steering Committee on Homelessness (RSCH) ........................................... 10

3.4 Guiding Principles .................................................................................................................... 10 3.5 2015 – 2016 RFQ & RFP Process .............................................................................................. 10

Conflict of Interest and Roles .................................................................................................................. 11 3.6 RFQ Submission Package ......................................................................................................... 12 3.7 Request for Qualifications Criteria ........................................................................................... 12 3.8 Interpretation of Documents ................................................................................................... 14 3.9 Ownership of Submissions ....................................................................................................... 14 3.10 Confidentiality and Security ..................................................................................................... 14

Disclaimer: ............................................................................................................................................ 15 4. GUIDE TO HOUSING FIRST READINESS REQUEST FOR QUALIFICATIONS FORM 2A ............... 16 5. APPENDIX A SUBMISSION CHECKLIST ....................................................................................... 22


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1. SUMMARY

Funding Objective: To implement the 2014 – 2019 Homelessness Partnering Strategy Community Plan for the Metro Vancouver region.

Eligible HPS Community Plan Priorities:

• To reduce homelessness through a Housing First approach (Housing First Readiness activities)

Eligible Activities: • Determining the Housing First model • Identifying, integrating and improving services • Partnership development in support of a Housing First approach • Working with the housing sector, including private and public local real

estate and landlord associations to identify opportunities for and barriers to permanent housing

• For further detail see “Housing First Readiness Request for Proposals Guide” available at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/.

Intended Beneficiaries of Activities:

• Organizations serving chronically or episodically homeless individuals • Organizations intending to serve chronically or episodically homeless

individuals (See 2014 CFP General Guide II: Eligible Populations, Communities and Program Definitions available at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/)

Eligible Project Implementation Period:

October 1, 2015 – September 30, 2016

Maximum Funds Available:

Oct 2015 – Mar 2016 : Approximately $ 400,000 Apr 2016 – Sept 2016 : Approximately $ 170,000

Eligible Respondent Organizations:

• Individuals; • Not-for-profit organizations; • For-profit organizations; * • Municipalities; • Aboriginal organizations; • Public health and educational institutions; and • Provincial and territorial governments and their entities, including

institutions, agencies and Crown Corporations


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*Conditions apply. See section 3.2 of the HPS Terms and Conditions available at http://www.esdc.gc.ca/eng/communities/homelessness/funding/terms.shtml

Joint Submissions Joint submissions, partnerships and coalitions are encouraged and if awarded

funding, require that a single party take responsibility for the contractual relationship with the HPS CE as set out in the Contribution Agreement. This arrangement must be defined in the form and supported with partnership letters as explained in the RFP Guide.

Deadline for Request for Qualifications:

12:00 p.m., July 31, 2015

Deadline for Request for Proposals:

4:00 pm August 28, 2015

Further information:

• 2015 – 2016 RFP Guide • 2014 CFP General Guide II: Eligible Populations, Communities and

Program Definitions • Information sessions, and • http://www.metrovancouver.org/services/regional-

planning/homelessness/about-hps/

All 2015 – 2016 RFQ and RFP Documents available for download http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/

RFQ & RFP INFORMATION SESSIONS STRONGLY RECOMMENDED.

REGISTRATION REQUIRED by July 16.

Information sessions will be offered on July 17 and July 22. It is strongly recommended that prospective respondents attend the information session. Registration required by July 16. To register, please write to [email protected] with “HPS RFP Info Session Registration” in the subject line with your name, organization and the number of people who will attend in the body of the message. Additional information available at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/.

http://www.esdc.gc.ca/eng/communities/homelessness/funding/terms.shtml

http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/

mailto:[email protected]


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2. SUBMISSION REQUIREMENTS

Below are submission requirements that must be met for the response to the RFQ to be accepted by the HPS CE.

(For the Housing First Readiness Request for Proposals requirements, see Housing First Readiness Request for Proposals Guide at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/).

• Electronic and print submissions must be received at the email address and office location

specified below no later than 12:00 p.m., July 31, 2015. • Submissions are to be submitted on the RFQ form 2A provided at

http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/ • One electronic copy of form 2A AND two paper copies of form 2A with original signatures on

each copy, and mandatory documents, must be received according to the instructions in this section and section “Request for Qualifications Criteria” below.

• Maximum one submission per email • All e-mailed submissions to state in subject line “RFQ Submission” and sent to the e-mail

address :

[email protected]

• Handwritten and faxed documents will not be considered. • All pages of the response, including attachments, should be the same size, double sided. • All paper submission documents in one envelope • Additional items should be in small formats so that they are reproducible for distribution. • No additional attachment should be larger than 12 inches by 12 inches. • All paper RFQ documents received by Vancity Community Foundation no later than 12:00 p.m.,

July 31, 2015 at this office:

Vancity Community Foundation ATTENTION: Lisa Ross – Response to HPS HF Readiness RFQ 810-815 West Hastings Street Vancouver, BC V6C 1B4

RFQ SUBMISSIONS RECEIVED AFTER THE DEADLINE WILL NOT BE CONSIDERED.

ONLY THOSE RESPONDENTS SUCCESSFUL IN THE HOUSING FIRST READINESS RFQ

WILL BE ELIGIBLE TO SUBMIT A PROPOSAL UNDER THE HOUSING FIRST READINESS RFP.


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3. HOMELESSNESS PARTNERING STRATEGY REQUEST FOR

QUALIFICATIONS

3.1 Introduction In March 2013, the Government of Canada announced a 5-year extension of funding for the Homelessness Partnering Strategy (HPS) at approximately $8.2 million dollars per year April 01, 2014 to March 31, 2019. The current five year program cycle features an emphasis on the Housing First approach, which includes the requirement to invest a minimum of 65% of HPS funds in eligible Housing First activities. Through this RFQ and corresponding RFP, the Greater Vancouver Regional District (hereinafter referred to as the “HPS CE”), in partnership with the Community Advisory Board (hereinafter referred to as the “CAB”) for the Metro Vancouver region, the Greater Vancouver Regional Steering Committee on Homelessness (RSCH), solicits responses for Homelessness Partnering Strategy (HPS) funds to implement the HPS Community Plan priority:

• To reduce homelessness through a Housing First approach (regional Housing First Readiness activities only)

(Please note: In this document, the term “Metro Vancouver” refers to the geographic region as presented in section below and the CFP General Guide II: Eligible Populations, Communities and Program Definitions ). The maximum amount of funding available for this RFQ is approximately $ 550,000 to fund regional Housing First Readiness projects between October 1, 2015 – September 30, 2016. The total number of projects funded and the amount of funding per project will be determined based on the CAB review and HPS CE due diligence of proposals received. All projects approved for funding must be completed by September 30, 2016. (NOTE: The HPS CE is under no obligation to approve any response through this process. Any agreement that may result from this Request for Qualifications and corresponding Request for Proposals does not constitute a service to the HPS CE).

3.2 The Homelessness Partnering Strategy (HPS)

3.2.1 Purpose The purpose of HPS is to support Canada’s communities including 61 designated communities, as well as Aboriginal and rural and remote communities, in their efforts to prevent and reduce homelessness. The HPS is a community-based program designed to address homelessness across Canada, relying on communities to determine their own needs and to develop projects accordingly. Nationally, HPS aims to prevent and reduce homelessness across Canada through the mobilization of partnerships at federal-provincial/territorial and community levels. These partnerships contribute to sustainable and comprehensive development of services and facilities to help those who are homeless or at imminent risk


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of homelessness move towards well-being and self-sufficiency, focusing mainly on a Housing First approach. Evidence demonstrates that Housing First is an effective approach to reducing homelessness, and that it also often leads to a reduction in the use of other public services. HPS is actively supporting communities through the implementation of this approach to reduce homelessness, with flexibility to invest in other proven approaches that complement Housing First and reduce homelessness. Thus, at the national level, HPS contributes to the achievement of the following direct outcomes:

• Integrated and comprehensive Housing First programs are developed; • Community-level homelessness priorities are addressed; • Partners are engaged to maximize and coordinate collective efforts; and • Enhanced understanding of homelessness at the local and national level.

The HPS places emphasis on reporting and monitoring of program outcomes. Key performance measures include:

• Decrease in the estimated number of shelter users who are chronically homeless; • Decrease in the estimated number of shelter users who are episodically homeless; • Decrease in length of shelter stay; • Percentage of individuals placed in housing through a Housing First intervention that maintain

housing; and • Amount invested by external partners for every dollar invested by the HPS.

3.2.2 Focus on Housing First The Housing First approach involves moving individuals who are chronically or episodically homeless from the streets or homeless shelters directly into permanent housing. Permanent housing cannot be achieved without supports to assist clients to maintain their housing. As well as giving clients the opportunity to work towards recovery and community integration. More information about service delivery models is available at the ESDC website (http://www.esdc.gc.ca/eng/communities/homelessness/housing_first/approach/index.shtml). Information and toolkits about implementing the Housing First approach are available at http://www.metrovancouver.org/services/regional-planning/homelessness/resources-housing-first. As part of the program renewal announced in March 2013, the 10 largest designated communities (Vancouver, Edmonton, Calgary, Winnipeg, Hamilton, Toronto, Ottawa, Halifax, Montreal and Quebec) are required to mainly focus on implementing a Housing First approach. This focus includes the following program requirements:

• Investment in a minimum of 65% of HPS funds in eligible Housing First activities region-wide; • Investment in a maximum of 35% of HPS funds in eligible non- Housing First activities region-wide; • Housing First investments must serve and track outcomes for the chronically and episodically

homeless;

http://www.esdc.gc.ca/eng/communities/homelessness/housing_first/approach/index.shtml


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• Non-Housing First investments must serve any one or more of the following: chronically homeless, episodically homeless, homeless or at imminent risk;

• Housing First clients must be provided services according to the Housing First philosophy; and • Tracking of specific Housing First and non-Housing First indicators of client outcomes per unique

individual.

3.2.3 2015 – 2016 Housing First Readiness RFQ & RFP Context This RFQ & RFP responds to specific needs noted by the CAB and community:

• Deeper understanding and capacity for organizational cultural shift to deliver Housing First • Underserved populations, including Aboriginal, youth, seniors and families • Underserved geographic areas within the region

This RFQ & RFP will build on the capacity building tools from the 2014 Housing First Readiness CFP to enable a deeper organizational and community alignment with Housing First, for example, training for cultural shift in organizational policy and HF delivery; addressing the need for culturally appropriate services for Aboriginal homeless peoples, and enabling the CAB objective for a regional distribution of HPS funds. Link to Housing First resources and information: http://www.metrovancouver.org/services/regional-planning/homelessness/resources-housing-first/Pages/default.aspx

3.2.4 The Homelessness Partnering Strategy in Metro Vancouver There are two HPS funding streams offered in the Metro Vancouver region:

a) Designated Community b) Aboriginal Community (Delivered by Lu’ma Native BCH Housing Society)

The Designated Communities Stream The Designated Communities stream is designed to assist communities, primarily major urban centres. This funding stream requires a community plan to be approved by the Minister of Employment and -Social Development Canada. The HPS Community Plan sets priorities and activities for the investment of HPS funds in the Designated Communities and must be in place before a Call for Proposals can be posted. Respondents under this funding stream must therefore demonstrate how their projects will meet HPS objectives as well as address the eligible HPS Community Plan priority for this RFQ.

3.3 Roles and Responsibilities HPS funds for the Metro Vancouver region are managed under a “Community Entity” (CE) governance structure whereby funds are managed and administrated by an organization on behalf of the federal government and under agreement with the Ministry of Employment and Social Development Canada (ESDC).

http://www.metrovancouver.org/services/regional-planning/homelessness/resources-housing-first/Pages/default.aspx

http://www.metrovancouver.org/services/regional-planning/homelessness/resources-housing-first/Pages/default.aspx


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From April 1, 2014 to March 31, 2019, the GVRD continues to act as the HPS CE for the Metro Vancouver region. The CE governance structure provides an opportunity for community input into program delivery through a “Community Advisory Board,” (CAB) which is currently the Greater Vancouver Regional Steering Committee on Homelessness (RSCH). ESDC, the CE and the CAB have specific roles in the Housing First Readiness Request for Qualifications and Request for Proposals processes.

3.3.1 Employment and Social Development Canada (ESDC)

Through Service Canada, ESDC as the program funder outlines the HPS Terms and Conditions under which the program is managed, approves the funding priorities of the Metro Vancouver region, receives regular reports on the performance of all funded projects, and serves as an advisor to the HPS CE , and the CAB.

3.3.2 Greater Vancouver Regional District (GVRD) For the purposes of contracting, “GVRD” is used to refer to the Greater Vancouver Regional District. (As a result of rebranding, “Metro Vancouver” is used as the common name for the “GVRD”.) In its capacity as the HPS CE, the GVRD has the following responsibilities in delivery of the program:

1. Engage the community stakeholders and funding partners to actively work together to prevent and reduce homelessness;

2. Develop community priorities for HPS funding with the CAB; 3. Implement strategies to address Community Plan priorities, as well as providing a leadership role in

the local implementation of Housing First; 4. Provide support and guidance to the CAB regarding program delivery and administration and assist

with the establishment of the terms of reference for the Call for Proposals processes, including review and recommendation processes;

5. Conduct the Call for Proposals based on the HPS Community Plan priorities and confirm eligibility criteria of proposals in an open, impartial and fair manner;

6. Assess, approve and enter into HPS Contribution Agreements with respondents recommended by the CAB that meet the Community Plan priorities and HPS Terms and Conditions and related policies and directives;

7. Manage HPS Contribution Agreements with approved respondents, including financial and activity monitoring to ensure compliance with the HPS Contribution Agreement, and monitoring HPS-funded activities for achievement of expected results;

8. Report on its activities, including the management of HPS Contribution Agreements and investment targets, to ESDC; and

9. Inform the CAB about the status of HPS-funded activities (including results) and other activities related to the prevention and reduction of homelessness in the community.

Under agreement with the HPS CE, the Vancity Community Foundation (VCF) HPS staff is responsible for assisting with procurement processes by conducting due diligence on submissions and responding to related enquiries. VCF HPS staff is also responsible for the management of HPS projects approved by the HPS CE.


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3.3.3 The Regional Steering Committee on Homelessness (RSCH) The RSCH in its capacity as the HPS CAB has three significant roles:

1. Provide input and advice to the HPS CE on HPS priority setting; 2. Develop and endorse the HPS Community Plan (both process and content); and 3. Recommend HPS projects for funding by the HPS CE.

In February 2014, the CAB endorsed the HPS Community Plan for the 2014 to 2019 program period following three months of research and region-wide stakeholder consultations. The HPS Community Plan guides the region’s HPS investments and funding decisions. The Plan is available at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/.

3.4 Guiding Principles

In considering projects for funding, the CAB will be governed by the following principles:

1. Commitment to the distribution of funds across the region. 2. Commitment to continuing to work with the Aboriginal Homelessness Steering Committee and the

broader Aboriginal community, and continued support of Aboriginal-focused programs and services.

3. Commitment to working to promote broad access to services. 4. Commitment to recommending projects that meet the HPS Terms and Conditions and implement

the priorities of the HPS Community Plan; focusing mainly on a Housing First approach.

3.5 2015 – 2016 RFQ & RFP Process Based on feedback from the homeless-serving community regarding streamlining procurement processes, there are two stages in this process: RFQ and RFP. Respondents must be successful in both stages to be considered for funding. The objective of the RFQ is to collect the mandatory, required documents for a respondent to qualify to submit a proposal under the subsequent RFP. The objective of the RFP is to collect the mandatory required documents for CAB reviewers to review the proposal, and for the HPS CE to conduct due diligence on CAB-recommended proposals. Following the RFQ deadline, the HPS CE will communicate to RFQ respondents whether they have succeeded in meeting the RFQ requirements, and whether they are invited to submit an RFP for stage 2 of the process. Please note that a response to the RFQ does not require the full proposal to be submitted, but only the mandatory documents listed in section “Request for Qualifications Criteria” below. Respondents successful in the RFQ will be invited to submit a proposal under the RFP. Only respondents who meet the RFQ


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requirements as stated in this RFQ Guide will be eligible to submit a proposal under the RFP. Under the RFP, proposals will not be accepted from proponents not successful in the RFQ. RFQ documents will be assessed for completion by the HPS CE. For those respondents invited to submit a proposal under the RFP, the RFQ documents will be included in proposal packages provided to the CAB with the corresponding RFP responses. Important milestones in this process are as follows: Milestone Date(s)

Request for Qualifications posted 7/10/2015

Information Session (strongly recommended. Register by July 16)

July 17 and July 22

Deadline for submission of RFQ responses 12:00 p.m., July 31, 2015

Notification to RFQ Respondents of HPS CE decision 4:30 pm August 7 2015

Deadline for submission of proposals (for eligible respondents to the RFQ)

4:00 pm August 28, 2015

CAB Review of Proposals September 14 2015

Notification of CAB RFP Recommendation September 16 2015

HPS CE Due Diligence and Negotiation September 16 – September 29 2015

HPS CE RFP Decision September 29 2015

Project Start Date October 1 2015 (earliest)

Conflict of Interest and Roles Knowingly acting and/or persisting in a conflict of interest is unethical. In order to ensure that a fair and equitable process for reviewing and recommending projects is in place, all parties that could influence the acceptance or rejection of a proposal must disclose any potential for a conflict of interest. This includes:

1. Members of the Regional Steering Committee on Homelessness; 2. Employees of the GVRD; and 3. Employees of VCF.

A Conflict of Interest can be defined as:

“A situation in which a person, such as a public official, an employee, or a professional, has a private or personal interest sufficient to appear to influence the objective exercise of his or her official duties.”

In regards to conflict of interest, the obligations of the Regional Steering Committee on Homelessness members as follows:


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1. To act in the best interest of ALL homeless people in the community irrespective of a particular organization or segment of the homeless population;

2. To seek advice and guidance from the Community Entity should the identified conflict of interest pose a significant risk to the integrity of the Call for Proposals process;

3. To declare any real, perceived or potential conflict of interest to the RSCH as a whole, with respect to a direct or indirect connection to a proposal submission before the RSCH.

In regards to conflict of interest, the obligation of the GVRD and VCF employees is solely to provide advice, guidance and perform due diligence as per HPS terms, conditions and related policies.

3.6 RFQ Submission Package A full submission package comprising of RFQ guide, RFQ form 2A; and the RFP submission package comprising of the RFP guide, RFP forms 2B.1, 2B.3 and 2C; as well as the Notice of Request for Qualifications can be downloaded at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/. Please see sections 2 ”SUBMISSION REQUIREMENTS” and 5 “APPENDIX A SUBMISSION CHECKLIST” for submission requirements.

3.7 Request for Qualifications Criteria The HPS CE will assess the RFQ responses based on the following :

1. RFQ documents submitted are complete and submitted according to the submission requirements stated in Section 2 “SUBMISSION REQUIREMENTS” this RFQ guide

2. RFQ documents submitted to include the mandatory and any applicable documents noted below:

Document Classification

HPS RFQ Forms Form 2A: one electronic copy in Microsoft Word format & two signed hard copies (NO PDFs)

Mandatory

Respondent Organization (s) Certificate of incorporation Certificate of incorporation is mandatory if your organization is incorporated.

Mandatory if applicable

Certificate of insurance Mandatory Constitution and bylaws Mandatory Organizational mandate, mission, vision Mandatory Annual report Mandatory List of Board Members including member names, roles and responsibilities on the Board.

Mandatory

http://www.metrovancouver.org/planning/homelessness




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Organizational policies governing conflict of interest, nepotism and hiring practices

Mandatory

Documentation of resolution to any financial issues or irregularities found through an audit, investigation or review by the federal or provincial government


Audited financial statement for the last 2 years, or If audit not complete or required by respondent, most recent fiscal year balance sheet or revenue and expense statement.

Mandatory

Professional designations, business license, license to operate your office in your municipality


Indebtedness to Canada: for respondents owing a debt to Canada, the debt must be disclosed and a debt repayment plan provided.


All pages of the response, including attachments, should be the same size, double sided.

Additional items should be in small formats so that they are reproducible for distribution. No additional attachment should be larger than 12 inches by 12 inches.

During proposal due diligence, the documents provided during the RFQ will be reviewed by the HPS CE and CAB including the following criteria:

Eligible organization type: Not-for-profit organizations, individuals, municipal governments, for-profit enterprises, research organizations and institutes, public health and educational institutions, Band/tribal councils, and other Aboriginal organizations are eligible to receive HPS funding.

For-profit enterprises are eligible for funding if the nature and intent of the activity is non-commercial, does not generate profit and is in line with HPS-eligible priorities and activities. All eligible respondents must demonstrate sound financial management practices that respect the highest level of integrity. If an respondent’s financial management practices have been found to be irregular or faced issues of integrity in the last three years, either by a review, audit or investigation conducted by the federal government, provincial government or public body, the proposed activities may not be funded. Joint submissions, partnerships and coalitions are encouraged and if awarded funding, require that a single party take responsibility for the contractual relationship with the HPS CE as set out in the Contribution Agreement. This arrangement must be defined in the RFP form and supported with partnership letters as per the template in Appendix B of the RFP Guide.

Respondent is in good standing with the Canada Revenue Agency.


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Respondent has required permits to conduct proposed activities.

Response signatories are consistent with organizational documents submitted.

Respondent has sufficient capacity to deliver the proposed activities.

Other criteria as required by the review and recommendation of the CAB.

Members of both official language communities to participate in the response for funding. All RFQ and RFP documents are available in both official languages at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/.

3.8 Interpretation of Documents As clarifications regarding the RFQ and RFP arise, HPS CE staff will post clarifications as required on the RFQ & RFP website, and alert those who received the RFQ & RFP announcement. RFQ and RFP forms and documents may require updating to reflect clarifications, which will be circulated to those who received the RFQ and RFP announcement and posted on the HPS CE website. The HPS CE and CAB in their sole discretion reserve the right to modify the terms of the RFQ and RFP at any time. Information regarding the Request for Qualifications and Request for Proposals obtained from any source other than the HPS CE and VCF HPS staff is not official and may be inaccurate. Prospective respondents are advised to contact VCF HPS staff regarding the HPS Call for Proposals. Information Session Information sessions will be held free of charge on July 17 and July 22. Any questions about the Housing First Readiness Request for Qualifications and Request for Proposals, including eligibility requirements, process, and guidance on the proper completion of the forms will be addressed. It is STRONGLY RECOMMENDED that all interested individuals and organizations attend the sessions. Register by July 16. Telephone Inquiries Prospective respondents are also encouraged to call VCF HPS staff for explanation of any part of the Housing First Readiness Request for Qualifications documents. For tracking purposes, respondents are asked to first contact the VCF HPS team at [email protected] with “RFQ Question” in the subject line stating the question or concern in the email message.

3.9 Ownership of Submissions All responses to this RFQ become the property of the HPS CE and the CAB.

3.10 Confidentiality and Security


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The following conditions apply:

• This Guide, or any portion thereof, may not be used for any purpose other than submission of RFQ responses;

• The successful respondent must agree not to divulge or release any information received or acquired on a confidential basis during the course of carrying out their duties or performing their services;

• It is the policy of the RSCH, GVRD and VCF to maintain confidentiality with respect to all confidential information related to RFQ and RFP submissions. Furthermore, VCF adheres to this level of confidentiality. However, all three parties are subject to the Freedom of Information and Privacy Act. If the respondent considers that any of its information is confidential, the respondent must identify the confidential information and advise these parties in its submission.

Disclaimer: The CE holds final decision-making authority on any and all proposals recommended for HPS funds. Any agreement that may result from this Call for Proposals does not constitute a service to the CE.


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4. GUIDE TO HOUSING FIRST READINESS REQUEST FOR QUALIFICATIONS FORM 2A

Completion and submission of form 2A must be submitted for this RFQ according to the submission requirements in section 2 ”SUBMISSION REQUIREMENTS” of this guide. This section details how to complete the RFQ Form 2A.

For information on the RFP forms, please see Housing First Readiness Request for Proposals Guide available at http://www.metrovancouver.org/services/regional-planning/homelessness/about-hps/.

4.1 Form 2A Section 2.1 –– LEAD RESPONDENT ORGANIZATION INFORMATION

This section captures all the basic information about the lead respondent organization.

Item Explanation Organization Type Indicate whether the lead respondent is a not-for-profit organization, an

individual, municipal government, a for-profit enterprise, a research organization or institute, a public health and educational institution, a Band/tribal council, or an Aboriginal organizations.

If more than one type is applicable, select the type that is most relevant to the activity proposed for HPS funding.

Legal Name Enter the legal name of the organization that will be the contract holder with the GVRD, should the proposal be approved.

Street Address

Enter the street address of the sponsoring organization. This address would also be used for correspondence regarding the proposed project.

Unit number Enter the suite, floor or other sub-address.

Website Provide the relevant organizational website address.

Organization’s email address

Provide the general email address of the sponsoring organization.

Contact Name Provide the name of the person to be reached to discuss RFQ submission. This should be a person who knows the details of the submission and can answer all questions and not just some.

Contact title Provide the position title of the Contact Name given above.

Contact email address Enter the email address for the contact person.


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4.2 Form 2A Section 2.2–– BUSINESS INFORMATION

This section gathers information to verify the legal status and profile of the respondent and union obligations.

Item Explanation Incorporation number If the sponsoring organization was incorporated, enter the registration

number given by the BC Corporate Registry when your organization was incorporated. If your organization is not incorporated, type n/a

Society Number If you are a registered society, enter here the number you were given when you registered your society under the Society Act of BC. If you are not a registered society, type n/a.

Incorporation date If the sponsoring organization was incorporated, enter the date of incorporation. Otherwise “type n/a”

Business number (Canada Revenue Agency)

Enter the business number you were given when you registered your organization with Canada Revenue Agency.

GST Number & GST rebate percentage

Most registered non-profits are eligible for a public service (PSB) rebate on the federal part of the GST, paid or payable on eligible purchases and expenses. Similarly, most non-profits are eligible for a rebate of the provincial part of the GST, if they are residents of a participating province. If you are eligible for such rebates, enter the net percentage of your GST payable.

In cases where the lead respondent does not have a GST rebate percentage, they must initiate the necessary processes with CRA to determine their rebate percentage. If it is still not known at the time of submission, respondents are to enter a zero value. During due diligence, CE staff will follow up with respondents on the final rebate percentage.

Registered Charitable Tax Number

If you are a registered charity, enter the charitable tax number you received from Canada Revenue Agency for income tax purposes when you registered with them as a registered charitable organization. If you are not a registered charity, type n/a.

Number of employees Enter the total number of employees under the payroll of the sponsoring agency, including management.

Is a union concurrence required for this project?

Indicate whether your organization has an ongoing contract with a registered labour union as related to the proposed project.

If yes, have you obtained union concurrence?

If you respond “yes” to the above question, documentation of union concurrence will be required if you are invited to submit a response to the RFP.


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Licenses and Permits State whether your organization carries any licenses and permits to operate. If you respond “yes”, documentation of the licenses and permits to operate are required for the RFQ.

4.3 Form 2A Section 2.3 –– ACCOUNTING, INSURANCE, DEBTS, LOBBYING AND PUBLIC SERVICE EMPLOYEE INVOLVEMENT

This section describes how the lead organization accounts for its funds, the insurance the organization has in place, any debts owed to a department or agency of the Government of Canada, as well as the lobbying activities of any member of the organization. The purpose of this section is to gauge the systems the respondent has in place to manage funds, how the organization manages its debts, and the disclosure of lobbying to ensure that no conflict of interest will arise as a result of receiving HPS funding.

Item Explanation

Is your accounting done internally or externally?

Indicate whether your organization’s accounting is done internally or externally.

External accounting details

Provide the name of the firm, contact and telephone number in case of external accounting.

Manual or computerized accounting system

Select whether your organization’s accounting system is done manually or using computer software.

Name of accounting software

Where accounting is done with a computer, please provide the name of the software.

Fiscal year-end of your organization

Indicate the month and day of the fiscal year end of your organization.

Does your organization contract external auditors to conduct financial audits?

Indicate whether your organization arranges external audits of its own finances. If yes, provide copy of last financial audit with response. If no, provide most recent fiscal year balance sheet or revenue and expense statement.

In the past three (3) years, has your organization been reviewed, audited or

HPS funding requires that the organization demonstrates that it applies sound financial management practices and respects the highest level of integrity.


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investigated by the federal government, provincial government or another public body created under the law of a province?

If a review, audit or investigation conducted by the federal government, the government of a province or a public body created under the law of a province in the previous 3 years has concluded that there were irregularities in the organization’s financial management practices or raises integrity issues, then this criteria is not met, unless the irregularities and issues have been resolved and measures have been put in place to prevent reoccurrence.

As with all information provided in responses, responses will be verified through due diligence before funding decisions are made.

Please include supporting documents attesting to any measures taken to resolve any irregularities and issues found, where applicable.

Liability insurance Indicate whether your organization has liability insurance, and if so, state the amount of coverage. HPS requires that respondents have a minimum $5,000,000.00 in liability insurance. Should the response be successful, the GVRD must be added to the liability coverage.

Workers Compensation Premium Rate

Please provide the rate per $100 of your organization’s worker compensation premium rate

Do you owe any amount to a Government of Canada department or agency?

Declare any debts of the lead respondent owing to Canada. If any debts to Canada are owed, specify the Department, type of debt and amount owing in table immediately below this question in form 2A, and the nature of the debts to Canada.

Are you presently a registered lobbyist?

All respondents are responsible for ensuring that any person lobbying on their behalf is registered with the Office of the Registrar of Lobbyists pursuant to the Lobbyists Registration Act. Further details are provided in the form.

Has there been any involvement of past federal government public servants in the preparation of this proposal?

Respondents are responsible for declaring involvement of past federal government public servants in the preparation of their proposals as per the Values and Ethics Code for the Public Service. Choose from the applicable response from the drop-down menu.


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4.4 Form 2A Section 2.4 –– LEGAL SIGNING OFFICERS

Please provide supporting documentation to demonstrate who is eligible to sign documents on behalf of your organization, and who replaces Contract Signatories when necessary.

Specimen signatures will be compared with signatures on claims and cheques to determine if they are binding documents. Both section 2.4 and 2.5 must be signed.

Item Explanation Contract Signatories: How many signatures are required to bind the agreement?

Enter the number of signatures required to bind an agreement with your organization.

Contract Signatories: For each of these signatures, please provide the following

Enter the position title and name of each signatory required to bind an agreement. Printed copies of RFQ responses must have original signatures of the named signing authority. Original signatures are not necessary for the electronic submission.

Reimbursement claim signatories: How many signatures are required to for reimbursement claims?

Enter the number of signatures required to claim reimbursement with your organization.

Reimbursement claim signatories: For each of these signatures, please provide the following

Enter the position title and name of each signatory required to claim reimbursements. Printed copies of HPS funding responses MUST have original signatures of the named signing authority. Original signatures are not necessary for the electronic submission.

Cheque signatories: How many signatures appear on your organization’s cheques?

Enter the number of signatures appearing on your organization’s cheques.

Cheque signatories : For each of these signatures, please provide the following

Enter the position title and name of each signatory appearing on your organization’s cheques. Printed copies of HPS funding responses must have original signatures of the named signing authority. Original signatures are not necessary for the electronic submission.


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4.5 Form 2A Section 2.5 - DECLARATION

Please ensure that the legal signatories certify that your full response, including supporting documents is accurate and complete. Printed copies of RFQ responses must have original signatures of the named signing authority in every part of the form that lists signature. Electronic signatures are not acceptable.


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5. APPENDIX A SUBMISSION CHECKLIST

Please note that this checklist is for respondents’ use only and not for submission. It is intended to ensure that the respondent has all relevant parts of the response filled, and considered all supporting documents.

All pages of the response, including attachments, should be the same size, double sided.

Additional items should be in small formats so that they are reproducible for distribution. No additional attachment should be larger than 12 inches by 12 inches. Only submissions which comply with the requirements described in Section 2 Submission Requirements in this Guide will be accepted.


HPS RFQ Forms Form 2A: one electronic copy in Microsoft Word format & two signed hard copies (NO PDFs)

Mandatory

Respondent Organization (s) Certificate of incorporation Certificate of incorporation is mandatory if your organization is incorporated.


Certificate of insurance Mandatory Constitution and bylaws Mandatory Organizational mandate, mission, vision Mandatory Annual report Mandatory List of Board Members including member names, roles and

Mandatory

Organizational policies governing conflict of interest, nepotism and hiring practices

Mandatory





Audited financial statement for the last 2 years, or If audit not complete or required by respondent, most recent fiscal year balance sheet or revenue and expense statement.

Mandatory

Professional designations, business license, license to operate your office in your municipality



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Indebtedness to Canada: For respondents owing a debt to Canada, the debt must be disclosed and a debt repayment plan provided.
