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REQUEST FOR PROPOSALS under the

COMMUNITY HOMELESSNESS PREVENTION INITIATIVE (CHPI)

Downtown East Drop-in Services

RFP Funding Application

DEADLINE FOR SUBMISSIONS: 12:00 NOON, MONDAY, JULY 8, 2013

23-0154 2013-05

Downtown East Drop-in Services – Request for Proposals 2013

TABLE OF CONTENTS1 SUBMISSION INFORMATION.........................................................................................................................3

1.1 GENERAL INSTRUCTIONS...................................................................................................................................31.2 DEADLINE AND ADDRESS..................................................................................................................................31.3 CONTACTS.........................................................................................................................................................3

2 PROPOSAL SUMMARY SHEET.....................................................................................................................42.1 CONTACT INFORMATION...................................................................................................................................42.2 SUMMARY OF PROPOSED PROJECT....................................................................................................................42.3 FUNDING REQUEST............................................................................................................................................4

3 PROPOSAL CHECKLIST.................................................................................................................................5

4 ORGANIZATIONAL INFORMATION..............................................................................................................64.1 ORGANIZATION INFORMATION..........................................................................................................................64.2 EXPERIENCE.......................................................................................................................................................6

5 PROJECT INFORMATION...............................................................................................................................75.1 PROJECT RATIONALE.........................................................................................................................................75.2 FUNDING OBJECTIVES.......................................................................................................................................75.3 PROJECT DESCRIPTION......................................................................................................................................85.4 PROJECT EVALUATION AND WORK PLAN.........................................................................................................95.5 PARTNERS AND COLLABORATION...................................................................................................................10

6 PROJECT REVENUE, EXPENDITURES, STAFFING AND VOLUNTEERS........................................116.1 PROJECT BUDGET............................................................................................................................................116.2 PROJECT STAFF................................................................................................................................................11

7 SIGNATURES...................................................................................................................................................127.1 AUTHORIZED SIGNING AUTHORITY.................................................................................................................12

8 ATTACHMENTS...............................................................................................................................................12

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1 SUBMISSION INFORMATION

1.1 General Instructions

Please ensure your submission:

includes five (5) copies of your proposal uses page 4 as the cover page is received at the address below by the stated deadline is in a sealed envelope marked with applicant’s name and phone number is complete and legible addresses all requirements, and is NOT f axed or e-mailed .

1.2 Deadline and Address

Your submission must be received no later than Monday, July 8, 2013 at 12:00 noon

Address submissions to:City of TorontoShelter, Support and Housing Administration, 55 John Street, Metro Hall, 6th Floor Reception DeskToronto Ontario M5V 3C6

1.3 Contacts

If you have questions, contact Isabella Williams at 416-392-6603 or [email protected]

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mailto:[email protected]


2 PROPOSAL SUMMARY SHEET

This form must be completed in full and affixed as the cover page of your proposal. Please do not submit pages 1-3 of the Funding Application as these are instructional pages only.

2.1 Contact Information

Proponent Organization Name: Current Legal (Incorporated) Name (as per Letters Patent): Executive Director or Equivalent Project ContactName (First, Last): Name (First, Last): Address: Address: Postal Code: Postal Code: Telephone: Telephone: Fax #: Fax #: E-mail: E-mail:

2.2 Summary of Proposed Project

Project Name: Project Site Address: Project Description (100 words maximum): Project Objectives (specific statements of what you want to accomplish): Client Group (if applicable):

2.3 Funding Request

CHPI Funding Request:

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3 PROPOSAL CHECKLIST

Please use the checklist below to ensure that your submission contains the following:

PROPOSAL CHECKLIST

Five (5) copies of all materials Proposal summary sheet Completed application form, addressing all required criteria Articles of Incorporation (Letters Patent/Supplementary Letters Patent) Board of Directors resolution approving the application Completed Appendix 1: Part A – Organizational Overview Completed Appendix 2: Work Plan Completed Appendix 3: Project Revenue, Expenditures, Staffing and Volunteers Most recent Annual Report Most recent Audited Financial Statements Letters from project partners (if relevant) Letters of general support for the project from relevant stakeholders (if relevant) Verification of commitments from other funders (if relevant) including contact names

and numbers, and Signatures of signing authority

Please indicate whether you have also submitted an application for 2013 HPS capital and/or program funding for the Downtown East drop-in services.

Project Stream:Building Improvements & Acquisition Special Projects & Program Innovation Research & Sector Development

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4 ORGANIZATIONAL INFORMATION

4.1 Organization Information1. Please include documentation of the current legal name of your organization (Letters

Patent or Supplementary Letters Patent).

2. Please include a resolution from your current Board of Directors which approves the activities described in this proposal. If your Board is not meeting before the deadline to make this application, please provide the planned date of the meeting and submit the resolution once approved.

3. Please include your organization’s most recent Annual Report and most recent Audited Financial Statement.

4. Please complete Appendix 1: Part A – Organizational Overview. If you have filled out Part A in the past year, please photocopy and attach it to this application.

4.2 Experience1. Please list current and past activities of your organization related to the provision of

services to individuals who are homeless and at risk of becoming homeless. Please comment on why your organization is well suited to carry out the proposed project.

2. Describe your organization's experience in delivering programs and services to people who currently use services in the Sherbourne and Dundas community.

3. Describe your organization's experience with delivery of drop-in services. If your organization currently operates a drop-in, please describe how this project will link to the existing project(s).

4. Demonstrate your organization's experience with, and commitment to working within a harm reduction approach to service delivery.

5. Please describe your organization's experience working in partnership with other organization(s) to deliver services.

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5 PROJECT INFORMATION

5.1 Project RationalePlease describe the need for the project and any impacts the project will have on people who are homeless or at-risk of homelessness. Describe or cite any supporting research studies or needs assessments, as applicable.

5.2 Funding Objectives

1. Please give a detailed description of how your project intends to meets the three objectives listed in the Project Proposal Requirements (Section 3.3).

a. To provide intentional, responsive and collaborative drop-in services in the Sherbourne and Dundas area for individuals who are street involved, living in shelters, or precariously housed in the community.

b. To link drop-in users to a broad range of local services by using a mixed-service, partnership driven, project delivery model.

c. To deliver a drop-in service to a range of homeless and at-risk individuals that is consistent with best practices in the drop-in sector and includes a harm reduction approach.

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5.2 Project Description

1. Community consultations identified a range of critical services needed in the Sherbourne and Dundas community. Please describe how your proposed service will address each of these needs by completing the chart below. Please use spaces marked "other" for additional services you may offer.

Service Service description(include all activities)

Who will deliver the service?(drop-in staffor partner agency staff)

Where will the service be delivered?(in the drop-in or off-site at a partner location)

How frequently will the service be offered? (Daily, weekly, monthly)

Inclusive drop-in space

Meals

Access to health services

Access to housing services

Supportive Counselling

Employment & skills development

Other

Other

2. Please indicate the proposed operating hours of regular drop-in services.

Mon Tues Wed Thurs Fri Sat Sun

Open

Close

Total drop-in hours

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3. Recent consultation meetings confirmed that there are three distinct groups of people who need and seek services in the Sherbourne and Dundas area. Please describe the approach and service model that your organization will use to address the needs of each of these groups:

a. individuals who are street involved

b. individuals staying in shelters

c. individuals who are precariously housed in the local community

4. How many clients do you anticipate serving daily?

5. If applicable, there may be a transition period from October 1- December 31 2013 during which your organization will be expected to develop partnerships and secure a location. Please explain how services will be provided during the transition phase (level and hours of service). Additionally, please describe how this will differ from ongoing service delivery beginning January 1, 2014.

5.4 Project Evaluation and Work Plan

1. The successful proponent of this RFP will deliver services in accordance with drop-in sector best practices as identified in Measuring Success (www.tdin.ca).

a. How will you know your that project is effective (in addition to using the Measuring Success reporting tool).

b. Please describe how service users will be involved in the ongoing assessment and evaluation process.

2. Please complete the work plan, attached as Appendix 2, and anticipated results for the project. Identify the following as part of the work plan:

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– Objectives: These are specific, measurable statements of what you want to accomplish by the end of the project

– Activities: These are the specific tasks that you will undertake to accomplish your objectives. Please ensure the activities reflect the components outlined in Section 3.3. of the Drop-in Services in the Downtown East Requirements.

– Outputs: These are the short-term results of your project— they are the direct results of your activities. They are usually presented in quantitative terms and in terms of the volume of work accomplished (e.g., the # of participants served, the frequency of service engagements each participant received). For each activity identified, there must be a corresponding output.

– Outcomes: These are the long-term results of your project and may include both qualitative and quantitative measures of change either during, or after project activities take place. Changes may be at the level of participant, project or community. Outcomes may relate to changes in client knowledge, attitudes, values, skills, behaviours, conditions or other attributes. Outcomes focus on what the client will gain from the project and is quantified through clear targets and methods.

5.5 Partners and Collaboration

1. One of the goals of this RFP is to provide funding to an organization that intends to link service users to a range of local services by using a partnership driven, mixed service project delivery model. Please describe the role of partnerships in delivering proposed drop-in services.

2. The successful proponent will have a close relationship with other organizations in the area and will rely on partnerships with local organizations to deliver services. Please include the following with your application:

a. Letters of Intent from all organizations with which you will form partnerships should your application for funding be successful. The letter should outline their role in the project and terms of participation.

b. Contact information for each partner along with an outline of the roles and responsibilities, and financial or in-kind contributions of each partner.

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6 PROJECT REVENUE, EXPENDITURES, STAFFING AND VOLUNTEERS

6.1 Project BudgetPlease complete all tabs/pages of the Excel spreadsheet attached as Appendix 3, including:

- Project Budget and Notes- Project Expenditures- Staffing- Volunteers and In-Kind Contributions

6.2 Project Staff

1. Please identify staff positions that would operate the drop-in and other services, including management and part-time positions. Include all positions or part thereof that will be paid for through the funding as well as funding from other sources. Identify the number of full-time equivalent (FTE) positions.

Job Title Function % FTE Drop-in funding

Other funding

Total

$$$$$

2. Are these new staff positions or will current staff assume these responsibilities? Please explain.

6.3 Volunteers

1. Will the project involve volunteers? If so, please describe the roles and responsibilities of volunteers and strategies to support them.

2. Will opportunities be available for service users to volunteer? Please describe how service users will be supported in their volunteering to gain meaningful skills that can lead to further opportunities.

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7 SIGNATURES

7.1 Authorized Signing Authority

The authorized signing authority is the party or parties who will represent the proponent in all contractual matters requiring a signature.

Please have both a staff member and a Board member sign below.

Staff member:

Print Name (First, Last): Position: Signature:

Board member:Print Name (First, Last):Position: Signature:

8 ATTACHMENTS

Attach copies of all relevant materials in support of your proposal. This may include program materials, research documents, etc.

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Appendix 1: PART A – ORGANIZATIONAL OVERVIEW

City of TorontoCommunity Partnership and Investment Program (CPIP)

Application 2013

PART A*Organizational Overview

* Important note: Part A is the same for each of the following City of Toronto programs:

Access, Equity and Human Rights AIDS Prevention Community Investment Program Community Festivals and Special Events, Year 2010 Drug Prevention Community Investment Program Community Safety Investment Program Community Service Partnerships Program Food Security Investment Program Service Development Investment Program Recreation Partnership and Investment Program Homeless Initiatives Fund/Consolidated Homelessness Prevention

Program

All applicants must fill out Part A. If you have already filled out Part A for another grant program in the list above, just photocopy it and use it in this application. Staff will contact you if more updated information is required.

Date you completed Part A

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1. Name of incorporated body (if different from the organization name): 2. Organization mailing address: 3. Phone: Fax: E-mail: 4. Contact name: Position: 5. Contact mailing address (if different from above): 6. Contact phone: Fax: E-mail: 7. First date of service (YYYY/MM/DD): 8. Date of incorporation (YYYY/MM/DD):

9. Incorporation #: 10. Revenue Canada Business

Registration #:

For office use only:

Service Overview

11. What are your service boundaries? Examples: Steeles Ave. W. to Eglinton Ave. W. and Highway 427 to the Humber River All of the new City of Toronto.

12. What is your target population, or the main groups that you serve? Examples: families with pre-school children South Asian seniors youth ages 12-16.

13. Please list the addresses and telephone numbers for each of your service locations. A service location is any office, branch or satellite program where you offer your services.

14. What is your mission statement? A mission statement is a short statement of your organization’s purpose. It can be: the Objects in your Letters Patent, if you are incorporated, or a mission statement formally adopted by your Board of Directors.

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15. Give a brief (50 words or less) history of your organization. Include major events and dates.

16. Briefly describe the types of services that your organization provides.

Membership

17. Give the date of your last Annual General Meeting (AGM).

18. How many voting members were at the last AGM? (Voting members of your organization are defined in your by-laws.)

19. How does your organization recruit, screen and register new members? If there are any restrictions on becoming a member, please explain.

20. List the categories of members that you have.

21. List any membership fees that you have, and explain why you have them.

Board of Directors

22. How does your organization recruit and screen Board members? If there are any restrictions on becoming a Board member, please explain. Examples: age, gender, faith, where people live, etc.

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23. Please list your current Board members on the chart below:

As part of the eligibility criteria for City of Toronto Grants, organizations must be based in the City of Toronto. One indicator is that 50% or more of Board members reside in the City of Toronto.

Board Member’s

Name

Street Address

Postal Code

Position On The Board

Date They Became A

Member Of The Current Board(YYYY/MM/DD)

Total Number Of Years On The

Board

PLEASE NOTE: Question 24 and 25 have been omitted for the purpose of this Request for Proposals

Definitions

Voting members of your organization are defined in your by-laws.

Volunteer resources are the number of unpaid individual people who work for your organization. Please list board members separately from all the other volunteers, including the volunteers who work directly with service users, give administrative support, help with special events, or participate in committees.

Count each of these volunteers only once. Be sure to count only individual people who are active now. Do not count vacant positions.

26a. Governance Past year2011

(2011/2012)

Current year2012 (2012/2013)

Proposed year2013

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(2013/2014)Number of Board members who are currently service users

Number of voting members in the organization (membership)

Maximum number of Directors as stated in by-laws

b. A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years:

27a. Volunteer resources Past year2011 (2011/2012)

Current year2012 (2012/2013)

Proposed year2013

(2013/2014)Number of volunteers

Number of Board members (actual positions filled at time of application)

Totals 0 0 0b. A variance is an increase or a decrease from one year to the next. Please explain any

variances of 20% or more between years:

Definitions

Full Time Equivalent (FTEs): To calculate FTEs, add up the hours of your paid staff in your organization and divide by the number of hours in your work week. Example: one person working full time and three people working half time for a 35 hour work week is calculated as follows, 87.5 35 = 2.5 FTE. For seasonal staff, divide the number of full-time work weeks by the number of weeks in the year. Example: seven full-time staff for a ten week leadership program is calculated as follows, 70 52 = 1.3 FTE.

28a. Staff Past year Current year Proposed year

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2011 (2011/2012)

2012 (2012/2013) 2013 (2013/2014)

Number of people employed by the organization

Number of Full-Time Equivalents (FTEs)

b. A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years:

Anti-racism, Access and EquityThe City of Toronto recognizes that barriers exist for many members of our city’s diverse communities, particularly for equity-seeking groups such as:

women people with disabilities ethno-cultural and racial minorities immigrants and refugees faith groups the poor Aboriginal peoples lesbian, gay, bisexual and transgendered people.

The City expects funded agencies to act as positive forces in helping to eliminate these barriers. For more information, please see the City of Toronto Grants Policy: Anti-Racism, Access and Equity Policy Guidelines Applicable to Recipients of City of Toronto Grants and Non-Financial Supports, 1998.

29. Does your organization havethe following in place?

(Please attach a copy of each of your policies, procedures

and plans)

Yes Date Approved by

BoardDD/MM/YYYY

No Planned Completion

DateDD/MM/YYYY

Anti-racism, access and equity policy

Anti-racism, access and equitycomplaints procedures

Anti-racism, access and equity implementation plans

*only attach copies if there are changes since last submission

30. In what languages do you deliver direct services?

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In-kind Support

31. In-kind support is any gift other than money, such as space, supplies or services. List the in-kind support that your organization received in the past year, using the chart below. If the source of in-kind support is provided by an individual, please do not provide their name in the second column of the chart below; instead use the term "private donor."

Type of support Source Estimated value

Example: space for workshops community organization X / Private Donor

$2,000.00

Instructions for Filling out the Income & Expenditure DetailOverview

This section has four forms. Please fill out each form completely, taking care that the columns add up:

1. Income Detail for your whole organization

2. Sources of Government Income for your whole organization

3. Expenditure Detail for your whole organization

4. Statement of unrestricted reserves.

Account numbersThe numbers down the left hand side of the forms are account numbers. The complete chart of accounts, with a description of each account category, can be found through the following link: http://www.toronto.ca/grants/csp/files/detailed_account_charts.pdf.

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http://www.toronto.ca/grants/csp/files/detailed_account_charts.pdf


Financial yearIF your organization’s financial year is ...

THEN your ...

the same as the calendar year (January to December)

· Audited Year is 2011.· Current Year Revised is 2012.· Budgeted Year is 2013.

different from the calendar year · Audited Year is 2011/2012.· Current Year Revised is 2012/2013.· Budgeted Year is 2013/2014.

You must report using your own financial year. Use this chart to figure out what goes in each column:Audited informationAll of the information in the Audited Year column should match your audited financial statement. If any of the information is different, please attach a note explaining why.

Reporting all incomeReport all of your organization’s sources of income, including project and summer program funding.

Reporting income from governmentsThe total government income that you report on lines 410 to 471 of your Income Detail form must match the total government income that you report on your Sources of Government Income form. Report any Income from the Trillium Foundation on the Income Detail sheet as Foundation income (line 540). That means that you would not report it on your Sources of Government Income sheet.

United Way Donor ChoiceReport the sum of the actual payments you received from the United Way on behalf of designated donors for your Audited Year and your Current Year Revised. For your Budgeted Year show the same amount you received in your Current Year Revised.

Variances

A variance is an increase or a decrease from one year to the next. Please attach an explanation for any variances of 20% or more between years.

32. Organization Income Detail

a. Our organization’s financial year begins on day of month and ends on day of month .

b. Please indicate all of your sources of Organizational Income on the chart below.A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years.

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INCOMEAudited Year

2011 (2011/2012)

Current Year Revised 2012 (2012/2013)

Budgeted Year2013

(2013/2014)GOVERNMENT – FEES AND GRANTS410 Federal

420 Provincial 460 City of Toronto-CSP 465 City of Toronto-Other CPIP Programs

466 City of Toronto-Fees/Purchase of Services

470 Other Government(s) 471 Other Regional Municipalities (Examples: Peel, York Region, etc.)

SUB-TOTAL (410 – 471) $0.00 $0.00 $0.001010 United Way Base Allocation (Member)

1020 United Way Grant (Member) 1030 Other United Way (Winter Relief, Success by 6, Newcomer Grant)

1040 Other United Ways 1050 United Way Donor Choice Designation

SUB-TOTAL (1010-1050) $0.00 $0.00 $0.00210 Fees From Users 300 Productive Enterprises 530 Other Agencies (Specify) 540 Foundations (Specify) 615 Membership Fees 690 Fund Raising, Donations and Bequests

900 Other Receipts (Specify) 100 Investment Income SUB-TOTAL NON-GRANT REVENUE (210-100) $0.00 $0.00 $0.00

TOTAL ORGANIZATION INCOME $0.00 $0.00 $0.00

33. Sources of Government Income

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a. Please indicate all of your organizational sources of Government Income on the chart below. The total grants indicated for each level of government should correspond to the government income sub-total (410 - 471) indicated on “Organization Income Detail”.A variance is an increase or a decrease from one year to the next. Please explain any variances of 20% or more between years.

Level of Government

Ministry orDepartment

of Origin

Name of Legislation,Program or

Grant

Mark Fee(F)or

Grant (G)

$ Amount/Status (A=Approved, P=Pending)

Audited Year 2011

(2011/2012)


Budgeted

Year 2013

(2013/2014)

Amount $ Amount $ A/P Amount $

FEDERAL Total Federal:

PROVINCIAL Total Provincial:

CITY OF TORONTO

(List each source)

Total City of Toronto:

OTHER GOVERNMENTS

Total Other Government(s)

OTHER REGIONAL MUNICIPALITIES

Total Other Regional

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Municipalities

TOTAL ALL GOVERNMENT:

34. Organization Expenditure Detaila) Please indicate all of your organizational expenditures on the chart below.b) A variance is an increase or a decrease from one year to the next. Please explain

any variances of 20% or more between yearsc) Explain how you will deal with any deficit or surplus that you are showing.d) If total organization expenditures, total organization income and operating surplus

(deficits) for audited year are not identical to Audited Financial Statement totals, please provide reconciliation.

EXPENDITURES Audited Year2011

(2011/2012


Budgeted Year2013 (2013/2014)

1100 Salaries

1200 Employee Benefits

1800 Staff Training

1900 Staff Travel

SUB-TOTAL (1100 - 1900) $0.00 $0.00 $0.00

1300 Building Occupancy

1400 Office Expenses

1495 Office Equipment Purchased

1496 Amortization of Capital Assets

1515 Volunteer Expenses

1600 Promotion & Publicity

1700 Purchased Services

3600 Financial Assistance Provided

3700 Program Expenses

4900 Fundraising Expenses

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5000 Productive Enterprise Expenses

7000 Dues (National, Provincial, Other)

9000 Other Expenditures (Specify)

SUB-TOTAL (1300 - 9000) $0.00 $0.00 $0.00

TOTAL ORGANIZATION EXPENDITURES

$0.00 $0.00 $0.00

TOTAL ORGANIZATION INCOME

OPERATING SURPLUS (DEFICIT) $0.00 $0.00 $0.00

Statement of Unrestricted Reserves

35 a. “Unrestricted” reserves are those funds that have not been restricted by the donor and whose use is therefore at the discretion of the Board of Director of the organization, or one of its affiliated organizations (such as a trust fund, property corporation or foundation). Use the table below to provide details of unrestricted reserves identified in your most recent audited financial statement. (These may be called a “fund”, a “reserve” or a “surplus”, or by another name in your audited financial statement.) For each reserve, please indicate whether there is a Board Policy governing the use of the reserve.

Name of Unrestricted Reserve

Balance, End of 2011

(2011/2012)

Balance, End of 2012

(2012/2013)

Board Policy Yes/No

TOTAL UNRESTRICTED RESERVES

$0.00 $0.00

35 b. Do you have an affiliated organization or a foundation/trust fund from which your organization receives income?

Yes No

If yes, please attach a copy of the most recent audited financial statement for this organization.

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35 c. What is the relationship of this organization or foundation/trust fund to your organization?

The information collected in this application is done with the authority of City Council on August 5, 2009 Council Minutes & General Manager, Shelter, Support and Housing Administration on March 4, 2013 Staff Report Action Required as part of the City's 10-year affordable housing plan. Any information collected is deemed a public record as per the Municipal Freedom of Information and Protection of Privacy Act, S. 27.

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http://www.toronto.ca/legdocs/mmis/2013/cd/bgrd/backgroundfile-56533.pdf

http://app.toronto.ca/tmmis/viewAgendaItemHistory.do?item=2009.EX33.47

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