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NJ DEPARTMENT OF HUMAN SERVICESDIVISION OF FAMILY DEVELOPMENT (DFD)CONTRACT ADMINISTRATION UNIT________________FY-2018Social Services for the Homeless Contract Renewal Specifications Funding Sources: SSH/State SSH/TANF HA/SSBGRevised 12/19/17 (Updates in italics)FY-2018 SSH/HA Contract Package Table of ContentsPageSection Description?? I. Program Information??3 A. Funding??3 B. Eligibility Requirements??4 C. Services?? II. Instructions??5 A. Contract Renewal ??6 B. Annex A??6 C. Annex B??6-7 D. Subcontracts??7-8 E. Reports – LOS, HMIS, Calculation Tools, and Expenditure??8-9 F. Reports - SSH/TANF Social Security ??8 G. Payments??9-10 H. Contract Modification??10 I. Request for Additional Funding??10 J. Contract Policies??11 Appendix A: Eligibility Requirements for SSH/State & HA/SSBG??12 Appendix B: Eligibility Requirements for SSH/TANF??13 Appendix C: SSH/TANF Income Eligibility Requirements ??14 Appendix D: HUD Fair Market Rent Maximums by County??15 Appendix E: HMIS Instructions for Social Security Report PreparationFY-2018 SSH/HA Contract Package I. Program informationA. Funding Contract awards MAY include up to 3 (three) funding types: SSH/State Social Services for the Homeless/State,SSH/TANF Social Services for the Homeless/Federal TANF,HA/SSBG Homelessness Assistance, also known as Social Services Block Grant.DFD Instruction # 11-8-2 specifies program/eligibility information for SSH/HA services. Funds are to help NJ homeless families/individuals, and to avert homelessness among at-risk families/individuals, experiencing short term, non-recurring emergencies. In order to receive SSH/HA funded services, Applicants shall be advised to apply for all other public assistance, for which they appear eligible. SSH/HA services are considered essential, and as such, all services provided under this contract must be available throughout the entire contract term. If, for any reason, your County or any Subcontracted Vendors are unable to provide services, during the contract term, you must contact your DFD: a. Contract Monitor,b. Contract Administrator,c. Office of County Operations Field Representative. within 3 business days, so that alternative services can be arranged for any impacted clients.B. Eligibility Requirements 1. Eligibility requirements are listed in APPENDIX A-C = pages 11-13, for:a. SSH/State and HA/SSBG (both have the same requirements), and b. SSH/TANF. Calculation of Monthly income: For weekly income; add four (4) consecutive paystubs, divide that sum by four (4) and multiply by 4.333. For bi-weekly income: add two (2) paystubs, divide by two (2) and multiply by 2.167. Counties may set time/cost limits for SSH/State and HA/SSBG funded services. SSH/TANF funded services shall only be provided for a maximum of 4 months per year. (applies to services provided by all SSH/HA funded agencies during the Calendar Year). Examples:4 months of rent/mortgage, ORSecurity Deposit (does not count towards time limit) AND 4 months of rent, OR8 months of utility back payments (count utilities as 2 months=1 month towards limit), OR4 months of rent/mortgage AND up to 4 months of utility assistance (if for the same 4 month period as the rent/mortgage), ANDOther fees (application, credit check, realtor, etc.)FY-2018 SSH/HA Contract Package C. Services Homelessness Prevention Services, may include assistance with:Rent – Initial/past due rent cannot exceed HUD Fair Market Rents (APPENDIX D=page 14);Mortgage - Past due payments;Utility - Past due utility payments, or utility security deposit;Security Deposits-1 Unit, regardless if SD 1 or 1-1/2 months rent (APPENDIX D=page 14);Other assistance that will resolve the emergency, or enable Applicant/s to remain in home. Emergency Services, may include assistance with:a. Food; 24 hour Homeless Hotline;Shelter - costs cannot exceed DFD approved EA/Emergency Assistance Per Diem Rates for the specified shelter. Income guidelines only apply to SSH/TANF funded shelters. Hotel/Motel - costs billed to SSH/HA contracts cannot exceed N.J.A.C. 10:90-6.7 payment rates. Differences in cost must be made up with other funding sources. NJAC 10:90-6.7(a) Motel/Hotel Per Diem Rates Family Size# Motel/Hotel RoomPer Day1 Person1 Motel/Hotel room$50.00 2 Persons1 Motel/Hotel room$60.00 3 Persons1 Motel/Hotel room$75.00 4 Persons1 Motel/Hotel room$75.00 4 Persons2 Motel/Hotel rooms$105.00 5 Persons1 Motel/Hotel room$85.00 5 Persons2 Motel/Hotel rooms$105.00 Case Management (cannot exceed $25 rate, for each 15 minute session) Individualized counseling and/or financial support to prevent or recover from homelessness and assist clients obtain/retain permanent affordable housing, including but not limited to:relocating to less expensive housing; applying for longer‐term rental subsidies; financial assistance with back rent/utility bills;mediating a settlement with landlord or utility;obtaining legal assistance when legal issues affect housing stability; explaining lease compliance and how to avoid damaging apartment; collaborating with other agencies to reduce or negotiate client debts;obtaining, interpreting, and correcting client rental and credit history; providing information and referral to free or reduced‐cost goods and services;acquiring identification and other documents needed for housing applications; developing household budgets and educating clients on how to reduce expenses.FY-2018 SSH/HA Contract Package II. InstructionsA. Contract RenewalUse new LOS Report forms; email them as Excel attachments, along with Annex B. In addition, please scan and email the signed Annex B to DFD. Complete and submit by 12/1/17, or ASAP.. See Cindy Liebman’s 12/19/17 email, as forms are either: directly attached, or listed with website locations in FY18 Contract Document List.docx.Annex A: ?Must reconcile with Annex B and Projected LOS Reports.1) Annex A-1: Contract Summary, 2) Annex A-2: Service & Budget, 3) Annex A-3: Service Detail, Page 1-> FY-18 SSH-HA Projection Calculation Tool, for each type of funding (and County Summaries, along with those for each Provider Agency/Subcontractor);Page 2-> FY-18 SSH-HA Projected LOS/Level of Service Report, for each type of funding (and County Summaries, along with those for each Provider Agency/ Subcontractor); Annex B (Budget). NOTE: Cost allowability and reasonableness reviewed; Budget Narrative;FFATA;Source Disclosure Certification;Audit Report (copy of most recent);P1.06 Standardized Board Resolution;Insurance (Liability) Declaration Page;Equipment Inventory (Contract Acquired);Certification of Suspension and Debarment; Disclosure of Investment Activities in IRAN;AA302: Affirmative Action Certificate or recent renewal application sent to Treasury;P2.01 Standard Language Document - Complete Signed Copy, with one (1) signature;County Board of Freeholders/Directors: Dated List (Names, Titles, Addresses, and Terms).Description of program monitoring process (including how client eligibility determined),andCopy of monitoring tool/s (listing projected usage frequency) for:Subcontractors, and Tracking services, which your agency directly provides.3. Submit by 2/1/18:a. Copies of all Subcontract and Consultant agreements should be submitted to DFD and approved, before the start of the contract, but are due to DFD no later than February 1. Failure to submit and obtain approval on-time, may result in disallowed costs and contract ceiling reductions.b. If files are too large to email, please contact your DFD Contract Administrator for information on using the new File Transfer Protocol (FTP). Large files can be securely uploaded directly to the DFD OCA (Office of Contract Administration) website, via FTP.FY-2018 SSH/HA Contract PackageB. Annex A FY18 SSH-HA Annex A Forms.docx - directly attached to Cindy Liebman’s 12/19/17 email ;Annex A-1, A-2, and A-3 should only be completed by Contractor (County), and should reconcile with Annex B and Projected LOS Reports;Annex A-1: Contract Summary – Contractor (County) should enter requested information.Annex A-2: Service/Budget by Funding Type.Enter Contractor name (usually County Department of Human Services);Enter budgeted amount for each Service, by type of funding.Recommend not entering budgets in cells with black stripes, as extensive Social Security reporting required (name, DOB, SSN, etc.).Annex A-3: Service Details. Complete one (1) two page form for each type of funding requested.For each type of service to be provided, enter Provider name, along with information listed in column headers for that Provider.C. Annex B 1. The Annex B (Budget) and Budget Narrative forms are on this website: . 2. The Annex B form should be used to submit the required:Contract Budget;Actual Quarterly Expenditures (on a Cumulative basis, Year to end of Quarter date),Contract Closeout. Section A. Personnel: See SLD (Standard Language Document) P2.01, Sections 5.16 and 5.17.Section B. Consultants (page 8): Do not enter Hotline budgets here. Use for the cost of external services (such as accounting, tax, or legal), consultants doing in-house training, etc. 5.Section E. Specific Assistance (page 11): Enter cost of services directly provided by the Contractor (generally, County Dept. of Human Services). If the County Welfare Agency is the SSH/HA Contractor with DFD, their budget should be entered in Section E. Specific Assistance.Section F. Other (page 12): Enter cost of services provided by Subcontractors (Provider Agencies), including but not limited to County Welfare Agencies (who serve as Subcontractors). This section can also be used to enter budgets for HMIS Fees, Travel, Training (external), Bonding, Licensing and Certification fees for agency staff.Section G. General & Administrative (page 14): G & A costs are limited to the amount specified in the Contract Award grids. D. Subcontracts1. NJ Department of Human Services (DHS) Information Memorandum P99-2 outlines the responsibilities of Contractors (usually Counties) who subcontract: FY-2018 SSH/HA Contract Package D. Subcontracts (continued)2. Contractors must ensure that Subcontractors (Provider Agencies) comply with all terms in their contract with DFD, applicable Federal, State and local laws, and regulations, including DHS:Policy Circular P2.01 Standard Language Document Policy and Information Manual;Contract Reimbursement Manual (#b-c: ). 3. The contract between the Contractor (County) and Subcontractor must include:Termination Clause;Level of Service projections;Contract Modification policy;Description of Contracted Services;Close Out requirements (documentation and deadlines);Budgets (funded ceiling amount must reconcile with the County Annex B);County’s General Terms & Conditions, which cannot conflict with DFD contract policies;Reporting requirements (fiscal and program), specifying deadlines and accuracy mandates. 4.Contractors are responsible to perform annual monitoring of Subcontractor (Provider Agency) compliance, with contract terms. 5.Subcontractor agreements should be submitted to DFD and approved, before the start of the contract, but are due to DFD by February 1, 2018. Failure to submit and obtain approval on-time, may result in disallowed costs, and contract ceiling reductions. E. ReportsWhat:1. Calculation Tool & Level of Service (LOS) Report Contract Renewal Package - For each Provider Agency and County Summary: 1) Page 1FY-18 SSH/HA Contract Projection Calculation Tool, and 2) Page 2FY-18 SSH/HA Contract Projected LOS Report.Quarterly Cumulative Reports - For each Provider Agency and County Summary, by the deadlines listed below:1) Page 3 FY18 SSH/HA Contract Quarterly LOS Report, and 2) Page 4FY-18 SSH/HA Contract Quarterly Calculation Tool.3) HMIS Reports (for each Provider Agency and County Summary). All contracted services actually provided must be reported in HMIS, except for: Food;Hotline; andDomestic Violence,which should be reported on Paper Page 3 FY18 Quarterly Actual LOS Reports. Quarterly Calculation Tools, LOS and HMIS reports must be Cumulative; i.e. Year to Date.FY-2018 SSH/HA Contract Package E. Reports (continued)2. Expenditure Reports Use Annex B form, from: Forms:See Cindy Liebman’s 12/19/17 email attachments for: FY18 SSH-HA LOS & Calc Reports – ExcelDeadlines: 1st Quarter ---------------April 30 2nd Quarter --------------July 31 3rd Quarter ---------------October 314th Quarter ----------------January 30Final/Closeout -----------April 30How:Submit via Email to dfdcontracts@dhs.state.nj.us, and copy your DFD: (emailed a. Contract Monitor, andChart-12/19/17)b. Contract Administrator, c. Office of County Operations Field Representative. Subject Line should state: a. Type of Report, b. Contract #, and c. Reporting Period. F. Reports: SSH/TANF Social Security Each Agency providing services funded by SSH/TANF, must submit a Quarterly Social Security Report (not Cumulative) to DFD, listing the full name, social security number, and birth date of each adult household member serviced, along with their household size, no later than 30 days after the end of each quarter. Due to Federal confidentiality requirements, this report cannot be sent by Email. It should be submitted to DFD, using one (1) of the following three (3) methods. Options b-c should be used for services not reported in HMIS (Food, DV, Hotline):HMIS:For all services except Food, DV, and Hotline. See instructions in Appendix E (page 15);Mail to: Roger Fisher, Contract Compliance UnitNJ Division of Family DevelopmentPO Box 716Trenton, NJ 08625-0716Fax to:Diana Rusin (call first 609-588-7901) Fax = 609-588-4683. Paper Form:: FY 17 SSH Social Security Reporting Form - Doc FY-2018 SSH/HA Contract Package F. Reports: SSH/TANF Social Security (continued) County Welfare Agencies (CWA): Do not have to submit the required Quarterly Social Security Report (which is not Cumulative), ONLY if a LOOPS, DABS and WAGES match is performed for each adult household member, granted SSH-TANF funded services, and search results are maintained in the case file.It is a Federal requirement that each adult SSH/TANF funded recipient be matched for earnings. G. Payments1. Payments will be based on Quarterly (Cumulative Year to Date) LOS/Level of Service and Expenditure Reports. LOS Reports should support Expenditure Reports; there should be no significant variance between them. 2.DFD will not issue Initial Advance Payments, prior to the contract effective date, or before the contract has been signed by both parties. 3. Automatic Advance Payments will no longer be given, upon contract approval. Per DHS Policy P4.10 (see website: ), written requests for Advance Payments must be submitted, with sufficient justification, and must be included in the renewal package submitted to dfdcontracts@dhs.state.nj.us. Advance Payments may be approved, for up to 25% of the contract ceiling, once the contract is executed. Additional quarterly payments will be released, based on a review of quarterly HMIS/Paper LOS/Expenditure reports and any prior year balance due to DFD, from contract closeouts.4. All contract documents should be emailed to dfdcontracts@dhs.state.nj.us with a copy to your DFD Contract Administrator. Subject line should list either:Reports, Renewal, orModification. H. Contract ModificationWhy:Contract Modifications must be submitted for these changes:Levels of Service will be 10% or more, under the original projection;Expenditures in a Service will be 10% or more, over the original budget;Move funds from one (1) service category to another;Move funds from one (1) agency to another;Move funds from General & Administrative Costs to direct client services (NOTE: Direct client service funds cannot be moved to G&A).FY-2018 SSH/HA Contract Package H. Contract Modification (continued)Deadline:11/30/18 What:Contract Modification requests must include: Email, with detailed description of proposed changes;Budget Narrative Form;3. Revised Annex B/Budget;4. Revised Page 2FY-18 SSH/HA Projected LOS Reports; 5. P1.10-NJ Dept. of Human Services Contract Modification Form.How: Email dfdcontracts@dhs.state.nj.us, and copy your DFD: 1. Contract Monitor, 2. Contract Administrator, and3. Office of County Operations Field Representative. I. Request for Additional FundingAll requests for additional funding:Require a programmatic change, and areApproved on a one-time basis, and areApproved on the current contract only. Requests for permanent funding increases must be identified as such, and provide justification for ongoing funding. Such requests should be submitted following the process described above in Section H. Contract Modifications (page 9).J. Contract PoliciesFurther contract information (including these topics), available on these websites:\ Policy Manual vs. CRM=Contract Reimbursement ManualP1.01 Required DocumentsP7.01 Contract CloseoutP1.10 Contract ModificationP7.06 Audit RequirementsP4.03 LobbyingP8.05 Conflict of InterestP4.05 Contract Acquired Equipment P9.05 Contract DefaultP4.10 Advance PaymentsP99-2 SubcontractsCRM4.70 Unallowable CostsFY-2018 SSH/HA Contract Package Appendix a: Eligibility Requirements forSSH/State and HA/SSBG1. No income or resource limits, but NEED must be demonstrated. If the family is determined to have sufficient funds to resolve their emergency, services should not be provided.2. For Prevention services (Security Deposit, Rent, Mortgage, or Utility Assistance), Applicant must be able to maintain housing, after receiving assistance; i.e. if back rent paid, Applicant must be able to pay rent in future, and retain housing.Eligible, if GA ineligibility (welfare benefits for individuals, not families), due to:a. excess income, b.drug conviction/s, or c. being an ineligible alien.4. Receiving EA (Emergency Assistance= WFNJ/welfare housing benefits)? Eligible, if TANF or SSI recipient has exhausted his/her EA benefits, or ineligible for them (unless due to reasons in 4-b).Ineligible, if Applicant: currently eligible for EA, or serving a current WFNJ sanction, or GA/TANF case closed within the past 12 months, due to a WFNJ sanction, or subject to EA penalty for causing own homelessness or not complying with EA Service Plan.6.Applicants shall be advised to apply for all other public assistance, for which they appear eligible.7. Counties/Agencies can set time/service limits; i.e. client can receive assistance only once every 12 months, or only for a 90 day time period, or for a maximum of $500 for Utility Assistance, etc.FY-2018 SSH/HA Contract Package Appendix B: Eligibility Requirements forSSH/TANFAt least one household member (adult or child) must be US Citizen or Eligible Alien. Must be a Family, with at least 1 (one) Dependent, defined as: under age 18, or up to the age of 21, if enrolled in a Special Education program, or age 18, if the Dependent is enrolled full-time in a secondary education program or equivalent, and expected to graduate before reaching age 19. 3. Adults must provide their Social Security number and Date of Birth.Provide documentation of: blood/legal relationship to Dependent, that Dependent resides with Family; income (if Wages, need paystubs for the 4 consecutive weeks, prior to eligibility determination). Calculation of Monthly income: For weekly income; add four (4) consecutive paystubs, divide that sum by four (4) and multiply by 4.333. For bi-weekly income: add two (2) paystubs, divide by two (2) and multiply by 2.167. 5. Meet income eligibility: cannot exceed 250% of the Federal Poverty Level for Household Size (see Appendix C=page 12). NO RESOURCE LIMIT from State, but NEED must be demonstrated. If the family is determined to have sufficient funds to resolve their emergency, services should not be provided.Attests (responds yes to question) to: being a current NJ resident;requesting SSH/TANF services in county of residence.7. Serviced no more than 4 months per year. (NOTE: Maximum time period applies to services provided by all SSH/HA funded agencies during the Calendar Year). Examples:4 months of rent/mortgage, ORSecurity Deposit (does not count towards time limit) AND 4 months of rent, OR8 months of utility back payments (count utilities as 2 months=1 month towards limit), OR4 months of rent/mortgage AND up to 4 months of utility assistance (if for the same 4 month period as the rent/mortgage), ANDOther fees (application, credit check, realtor, etc.)8. Receiving TANF or SSI? If not, reason? Eligible, if TANF or SSI recipient exhausted EA benefits. Ineligible, if Applicant: serving a current WFNJ sanction, or GA/TANF case was closed within the past 12 months, due to a WFNJ sanction, or subject to EA penalty for causing own homelessness or not complying with EA Service Plan.9. Applicants shall be advised to apply for all other public assistance, for which they appear eligible.10. For Prevention services (Security Deposit, Rent, Mortgage, Utility Assistance), Applicant must be able to maintain housing, after receiving assistance; i.e. if back rent paid, Applicant must be able to pay rent in future, and retain housing.FY-2018 SSH/HA Contract Package Appendix C: Income Eligibility Requirements forSSH/TANFCalculation of Monthly income: For weekly income; add four (4) consecutive paystubs, divide that sum by four (4) and multiply by 4.333. For bi-weekly income: add two (2) paystubs, divide by two (2) and multiply by 2.167. FY-2018 SSH/HA Contract Package Appendix D: HUD Fair Market Rent Maximums by CountyFY-2018 SSH/HA Contract Package Appendix E: HMIS InstructionsSocial Security Report Preparation(Required for SSH-TANF funded programs only)Report CreationOn HMIS Home screen, select “Charts,” and then “Services”Select name of agency/specific program from the “Program” drop down menu Select “Service Contacts ReportBuilder”Enter matching Date Range in both “Roster Date Range” and “Services Date Range” fields (not Cumulative, so 1st Quarter should be: 1/1/18 – 3/31/18)Select “DFD SSH TANF SSR” from the “Saved Report Format” drop down menu Select “Send in AWARDS Message” Report will be displayed, and will be sent to you in an AWARDS messageSending report to DFD securely: Do not use Email!Go to “Messages” inside AWARDS (HMIS) systemLocate “Inbox” message from INTERNAL AUDITClick on this message Select “Forward Envelope” and enter the following DFD Contract Compliance names in the “Name” field (all lower case letters):rfisher(Roger Fisher)thughes(Terri Hughes)cliebman(Cindy Liebman)and your County SSH Contract Administrator.Select “Send”Problems/QuestionsGo to top right corner of HMIS Home screenMove cursor over “HELP”Select “Help Desk” in drop down menuComplete online Help Desk Contact formSelect “Send” ................
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