| 1 | | | The Oregon Housing and Community Services Department ("Agency") has issued this Response to Questions document for RFA #7365, Homeownership Support Services through Smartsheet. |
| This document is not an Addendum to RFA #7365 and does not change the requirements of the RFA. Answers given to the below questions that were submitted by prospective Applicants are for clarification purposes only. This document will be updated as Agency responds to questions received. See the Posted Date column for the most recent response. |  |
| 2 | | | |
| 3 | |  | Question Received |
| Agency Response | Date Agency Posted Response |
| 4 | | | 2.4 Grant Activities: Operational Capacity Building Support: Does staffing, accounting & payroll, expenses for facilities allow for “renting an office space”, and hiring a staff person? If so, do the funds have to be spent out by June 30, 2023, or can payroll for staff person, and rent for office space continue to be billed beyond this date? |
| Renting an office space and hiring staff are eligible expenses, provided the costs associated with these activities are incurred no later than June 30, 2023. In addition, funds cannot be used to “pre-pay” these expenses or saved to use at a later date past June 30, 2023. Goods and services received from March 1, 2022 through June 30, 2023. | 01/13/23 |
| 5 | | | Expansion to Unserved and Underserved Populations: Ineligible activities and ineligible costs: Construction, construction development, and housing rehabilitation costs – is this verbiage specific to building or rehabbing “housing for clients”? Would these funds be eligible to rehab office space for staffing? |
| Construction cost of any kind, client houses, office space, etc. are not eligible expenses for these funds. | 01/13/23 |
| 6 | | | Must all expenditures be spent out by June 30’th, 2023? |
| Goods and serves received no later than June 30, 2023 can be paid for after June 30,2023, and no later than the end of the grant period. | 01/13/23 |
| 7 | | | Our organization is forming a homeownership program, we have expansion into homeownership as part of our strategic plan, we have a program manager and have hired additional staff to work on getting this program off the ground. However, we have not, as yet, “served” homeowners. So I’m unsure if we meet the definition of Eligible Organization, and I’m not sure how to answer the following questions in the Applicant Information and Certification. |
| Please answer the eligible organization questions based on your organization structure and services at the time of application. | 01/13/23 |
| 8 | | | The FRA indicates funds are to assist Low-Income households of less than 80% AMI, our homeownership program serves all community members regardless of income. The community served is Native Reservation and we can track for household income.
Can we still apply with funds based on a percentage of the low-income household served?
Example: we demonstrate 45% of our clients are at or below 80% AMI allowing grant funds to cover 45% of our budgeted expenses: 45% of a new compute and scanner, 45% for payroll. |
| Your organization must be able to answer yes to all three eligibility criteria to apply for funding. Agency does not require specific percentages of low-income homeowners served.
An Applicant must receive a PASS in all categories to be eligible for funding.
1. Eligible Organization (PASS/FAIL) Applicant must meet Eligible Organization criteria as defined in Section 2.2.
• A non-profit organization, housing authority, or local government, or federally recognized Indian tribe that owns land in the state (ORS 458.610) AND
• Sponsors and manages homeownership programs AND
• Serves Low-Income homeowners | 01/13/23 |
| 9 | | | RFA states that in order to apply for more than $2500 for IT improvements require pre-authorization. Is it $2,500 per item, or total for the category what triggers the pre-approval requirement? For example we would be applying to upgrade a significant number of computers, each computer will cost less than $2,500 but overall I hope to request more than that to cover those expenses. |
| Technology costs over $2,500 per item would require pre-approval from Agency. To ensure applicant does not need to have pre-approval, Agency recommends listing the number of items to be purchased for any amount over $2,500, (example: 10 laptops @ $700 = $7,000), to avoid any unnecessary miss-communication or pre-approval requests. | 01/13/23 |
| 10 | | | In order for us to operate a successful Homeownership division within a larger agency we rely in staff expertise and efforts from other departments, for example receptionist, our HR department, fiscal, IT. Could part of this funding be utilize to improve the IT equipment of those departments? Without them operating efficiently the homeownership center wouldn’t operate to it’s max capacity either. |
| Costs associated with serving low-income homeowners are eligible expenses, including potential indirect expenses related to providing services. | 01/13/23 |
| 11 | | | Both of the funding opportunities noted in the subject line have capacity building grants. Could those funds be used to hire an Executive Director? |
| Salaries for any staff employed at an eligible organization serving low-income homeowners are an eligible expense for RFA 7365 providing they are for the time period between March 1, 2022 and June 30, 2023 | 01/13/23 |
| 12 | | | (1)Someone giving the overview said that this opportunity was for past or future expenses yet the language in the term section talks about expenses that have been incurred and limits the expenditure of the funds to Aug. 15, 2023? Is that correct? (2) So, if I want to expand our staff to help our low-income housing program, it would only be through that date? |
| (1) No, the contract term is from March 1, 2022 through August 15, 2023. For goods and services received from March 1, 2022 through June 30, 2023 they can be paid for in July 2023, however the final invoice to submit to Agency for reimbursement is due no later than July 31, 2023. (2) Correct, goods and services related to providing homeownership services to homeowners, including staff payroll must be received no later than June 30, 2023. | 01/13/23 |
| 13 | | | Pursuant to Section 2.4, page 7 (Operational Capacity Building Support), if we are allowed to go back to 3/1/22 to capture staff salaries for reimbursement to be used for future staffing, do the salaries have to be broken down into percentages for pre-purchase counseling and activities vs. default counseling and activities? |
| Correct, Agency will only reimburse for salaries related to staff providing homeownership services to homeowners. If staff provide services for other programs, then you may only submit for the percentage of costs associated with providing homeownership services to homeowners. | 01/13/23 |
| 14 | | | Can we use it for tech software licenses or related consulting? |
| Yes, you can use these funds for software licenses and consulting related to the software and licenses, if the system is used to provide homeownership services to homeowners. (explained further verbally: Client Management System (CMS) software and consulting services for mapping new system) Yes, these funds can be used for the consulting services for the new CMS and mapping. | 01/13/23 |
| 15 | | | Can this be used to pay space rent? |
| Yes, these funds can be used to pay space rent for the office space used for homeownership services to homeowners. | 01/13/23 |
| 16 | | | One of the allowable activities are organizational capacity building support - and accounting and payroll and expenses for facilities are on this list. Is this just for new space or staff added within the grant period? Or can it be for staff or space that existed before the March 1 2022? |
| Allowable activities are for expenses paid or incurred during March 1, 2022 through June 30, 2023. Funds can be used for existing or new staff and space proving the expense was paid or incurred during March 1, 2022 and June 30, 2023. | 01/13/23 |
| 17 | | | “One page Double sided” doesn’t really make sense in terms of electronic submission… so TWO digital pages, right? |
| Yes, it would translate to two digital pages. If Agency were to print the response to the evaluation criteria, it must not print to more than one page and may be double sided. | 01/13/23 |
| 18 | | | Clarification related to IT purchases, is it ok if the equipment is purchased prior to June 30th? even if received afterwards, or not? only because some equipment may be delayed in being received and that is outside of control of the agency. Considering that some of the purchases won't be able to be done until the grant is secured the time limit is quite tight. Thanks for clarification. |
| Any goods purchased, including IT purchases must be received between March 1, 2022 and June 30, 2023. There are no exceptions to this, “goods and services must be received no later than June 30, 2023”, however these can be paid for up until submission of final invoice request to Agency no later than August 15, 2023, providing goods and services were received no later than June 30, 2023. | 01/13/23 |
| 19 | | | Do PASS/FAIL require narratives or simply YES/NO? |
| Responses to questions for Eligible Organization requires a yes or no response only. | 01/13/23 |
| 20 | | | Can you repeat - is this only for expenses between March 1, 2023 and June 30, 2023 under "Agreement Term" on page 4, Section 1 - general info? |
| Yes (with the understanding the year 2023 after March was a typo- reported verbally), reimbursement under this RFA 7365 are for expenses between March 1, 2022 and June 30, 2023. | 01/13/23 |
| 21 | | | Any possibility of the June 30th deadline being extended? |
| Agency is reviewing this internally and will continue discussions to determine if a Legislative request can be made to extend the funding timeline. These are General Funds appropriated to Agency and must be used for goods and services received prior to the end of the current biennium which is June 30, 2023. | 01/13/23 |
| 22 | | | You mentioned a half page or up to two pages of text, where does that come in? |
| In RFA #7365, Section 4.10 EVALUATION PROCESS, 4.10.3 Round 1 Evaluation Criteria, #3 Homeownership Support Services Funding Request Sustainability, Applicant must respond to this. | 01/13/23 |
| 23 | | | So the only thing that has to be written and submitted separately from the application page is question 3 - funding sustainability? |
| Yes, correct, see Response in Row 22, above for section reference | 01/13/23 |
| 24 | | | Can funds be requested in all four categories or do we select one category? |
| Funds can be requested in all four categories however, the total of the four categories must not go over the maximum per organization amount of $300,000.00. | 01/13/23 |
| 25 | | | Can rent be only charged if you are a homeownership center? |
| No, you do not have to be a homeownership center to be reimbursed for rent however, you may only be reimbursed for the amount of rent paid on behalf of providing homeownership services to homeowners. | 01/13/23 |
| 26 | | | Would you mind laying out how a local government might apply these funds? |
| A government entity is an Eligible Organization if they sponsor and manage homeownership programs and serve low-income homeowners. This could be a Housing Authority, or a city or county agency that serves low-income homeowners with homeownership services, such as home repairs, foreclosure prevention services/counseling. | 01/13/23 |
| 27 | | | To clarify, you can count your entire payroll costs from 3/1/22 - 6/30/23. |
| Yes, for the payroll costs associated with providing homeownership services to low-income homeowners, or a percentage of the payroll if staff does not work 100% in homeownership services. | 01/13/23 |
| 28 | | | Can we include fringe costs with salary expense? |
| Yes, if you are referring to benefits such as medical, or retirement. If the fringe costs are associated with the salary for staff that are providing and supporting homeownership services to homeowners. | 01/13/23 |
| 29 | | | Can you repeat, you said that is one application per jurisdiction? Our Housing Authority has a non-profit arm, can we do an application per organization? This is, one for our Housing Authority and one for our Non-profit organization. |
| Eligible Organizations may submit only one application. In the situation described in your question, it appears you may be able to submit an application for each organization. | 01/13/23 |
| 30 | | | What about: legal or appraisal services expenses related to home construction and development? |
| It does not appear this would be an eligible expense for this RFA #7365 as these funds would be for a non-homeowner. If the expenses were related to an appraisal or legal services related to repairing a homeowner’s property already owned, they may be eligible. | 01/13/23 |
| 31 | | | If the Development Specialist is working with projects related to purchasing property and/or assisting homebuyers with property purchase and development, these would not be eligible expenses for this RFA #7365. |
| Fundraising expenses are not eligible for reimbursement. Does that mean salary for our Development Specialist who does fundraising, marketing, PR, and other tasks would not be eligible for reimbursement? | 01/13/23 |
| 32 | | | What about using the grant to update email software? |
| Yes, if the email software is for the Eligible Organization’s use for providing homeownership services. If the email software is not supporting homeownership services to homeowners, the percentage of use can be reimbursed. | 01/13/23 |
| 33 | | | What about annual financial review or auditing services |
| Yes, this is an eligible expense, however if the audit or financial review is for an Eligible Organization that provides more services than homeownership to homeowners, then a percentage of the expense can be reimbursed. | 01/13/23 |
| 34 | | | Thank you for the simplicity of the RFA. Since we can capture expenses from March 2022, can we bill salary that has already been billed to the HOAP, or is that considered double dipping? |
| No, this is not considered double dipping if these funds reimburse any other program or funding source, including HOAP, providing these funds are used to replace the previously expended/spent funds. This allows for the repaid funds to be used without the time constraint of these funds in RFA #7365. Be sure to work with your accountant, fiscal department, or attorney if you have additional questions relating to how you replenish your previous spent funds. | 01/13/23 |
| 35 | | | If we are already in a contract with OHCS, can the insurance certificate on file be used for this RFA? |
| Yes, if Agency has already received a valid insurance certificate and the policy requirements are the same as the previously submitted policy, you do not need to resubmit your policy. The Procurement Contracts Specialist will review current policies to any Awarded organization to ensure there is not a duplicate request. | 01/13/23 |
| 36 | | | Attachment C - Technology: If we exceed $2500.00 for items requested in the application, must we present bids or invoices at time of application for preauthorization ? |
| No, you do not need to submit bids at the time of Application. The pre-approval is for items above $2,500 and not for the total of Technology items. You will need to submit your bid for approval prior to any reimbursement of funds for any item over $2,500. | 01/13/23 |
| 37 | | | Can funds be used towards internet service expenses for employees that had to work remotely due to Covid- related office closures? |
| Yes, if the employees provide homeownership services to homeowners and your organization paid their internet, this is an eligible expense. | 01/13/23 |
| 38 | | | We had to bring on two temps during this timeframe. I'm assuming this is an eligible expense. We have since hired both of these temps, and paid the temp agency the "finders fee". Can that fee be charged against this grant? |
| Yes, if the temps are providing homeownership services to homeowners, the salary and the “finders fee” are eligible expenses. | 01/13/23 |
| 39 | | | For staff that are support (eg: accounting and payroll) -do we need to include documentation of time spent supporting homeownership activities? |
| At the time of application, it is not required to submit supporting documents for payroll or accounting expenses, upon an Award of funds and submitting for reimbursement, supporting documents will need to be submitted at that time. | 01/13/23 |
| 40 | | | If goods and services needs to be received by June 30, is there a deadline for issuing payment? |
| Yes, to be reimbursed for expenses in this RFA #7365 you must pay for the goods and services prior to submitting your final invoice for reimbursement that is due no later than July 31, 2023. | 01/13/23 |
| 41 | | | What if the nonprofit supports a homeownership program in addition to other types of programs.. Can we still request expenses like office rent and payroll that might benefit multiple programs? |
| Yes, however you may only submit for reimbursement for the percentage of expense related to providing homeownership services to homeowners. (Example: organization provides 50% homeownership services, 50% rental assistance, only 50% of the rent is an eligible expense reimbursed) | 01/13/23 |
| 42 | | | I was sent a link for this meeting in Teams. Took me a while waiting and then rewinding to the OHCS email for registering. From there able to get in via Zoom. I was 12 minutes late so my recording access probably starts when I joined. Are you able to provide the full recording to me? |
| Agency will not provide the recording from the pre-application webinar to any potential applicant. The recording of the pre-application webinar is posted on the Agency’s “Procurement Opportunity” webpage here: https://www.oregon.gov/ohcs/procurement/Pages/procurement-opportunities.aspx | 01/13/23 |
| 43 | | | Habitat for Humanity affiliates have salary costs for its staff, which includes: Programmatic positions, Construction positions, fundraising positions and ReStore positions. All of these positions technically 'support & servicing' of low-income homeowners. Some affiliates could easily submit payroll only costs for the period March 1, 2022 to June 30, 2023 and reach the $300,000 maximum grant request. Or do we have to apply percentages to each position? |
| For this RFA #7365, all salary expenses must be associated with providing homeownership services to homeowners. If staff do not provide homeownership services 100%, eligible reimbursement would be for the percentage of time the staff are performing homeownership services only. This would also apply for support staff to assist in providing the homeownership services to homeowners, such as accounting, receptionist or similar (indirect costs associated with homeownership services). | 01/13/23 |
| 44 | | | Clarification, in particular in relationship w/ HOAP, If you put the funds back into HOAP, the expending deadlines of HOAP still apply, correct?. |
| Organizations receiving current HOAP funding are not required to expend their funds by the end of each Program Year, funds must be expended by the end for your grant period, which for some may be December 21, 2026. | 01/13/23 |
| 45 | | | Re a legislative fix to extend deadline:
It seems possible with the current legislative composition / kotek. Are there specific folks we could/should contact to weigh in on this? Jama/Dexter? |
| The Agency respectfully requests partnering organizations interested in RFA #7365 not reach out to advocate for an extension. Internal Agency staff are currently reviewing this possibility and will take the necessary steps required to make this request to the Legislative staff involved. If needed, Agency will reach out to partnering organizations for assistance in advocating for an extension. | 01/13/23 |
| 46 | | | Can we move funds from one category to another after approved for the grant. For example, if we are estimating $20K in technology, but only use $15K, can the additional $5K be used for staffing or something else? Or are we locked into amounts for each category? |
| Yes, pre-approval to move funds from one category to another is required, this may be done by email communication to the program manager/contact prior to any reimbursement. In addition, providing the total amount of funding does not go over the grant “not to exceed amount”. | 01/13/23 |
| 47 | | | For IT purchase that are let's say for fiscal department, but they are a fiscal department that support the whole agency including the homeownership center, is it ok to purchase and pay with the grant all the equipment? or does it need to be only a prorated portion? |
| The percentage of the equipment used for homeownership services to homeowners would be the only amount eligible for reimbursement. | 01/13/23 |
| 48 | | | Is there a definition of 'homeownership services'? |
| RFA #7365 does not include a definition specifically for Homeownership Services, however Homeownership Services would include counseling and education to homeowners, specifically low-income homeowners for financial literacy, foreclosure avoidance or prevention, and post-purchase. Programs could include home repairs, mortgage payment assistance (example: intake center for the Homeowner Assistance Fund), or other programs related to assisting homeowners retain, maintain, or sustain their property. | 01/13/23 |
| 49 | | | Can Homeownership services include rental assistance. |
| No, services must be provided to a homeowner, to include low-income homeowners. | 01/13/23 |
| 50 | | | So activities to create housing are not included? |
| No, activities related to homebuying are not included in RFA #7365. | 01/13/23 |
| 51 | | | As an example, we build homes to sell to low income families. We pay a Construction Supervisor. Is this an eligible expense? |
| No, expenses related to building homes for a homebuyer are not eligible expenses for RFA #7365. | 01/13/23 |
| 52 | | | To confirm: you just said that services in pursuit of homeownership, like down payment and other savings programs, are excluded? |
| Correct, services that include a purchase or savings program related to a purchase are not eligible services for RFA #7365. Savings services related to a homeowner savings, would be an eligible service. | 01/13/23 |
| 53 | | | Is a homeowner in a mobile park eligible? |
| Yes, a manufactured homeowner is an eligible homeowner regardless if they own the land their home is on. | 01/13/23 |
| 54 | | | One more question. If staffing costs are allowed, is there a reason we'd want to break out any additional salary for bilingual staff to be in the Expansion to Unserved or Underserved populations category. We pay a bilingual differential for staff serving bilingual clients. |
| That would be an organization decision if they want to separate the costs to be included in the two categories. Agency only listed suggestions for eligible expenses in each category to assist Applicants in determining how the funds can be used. | 01/13/23 |
| 55 | | | Do programs that provide funding for home repair count. Do programs that provide funding for home purchase count? |
| Programs that provide funding for home repairs (owner occupied only) count for an eligible expense. Programs that provide funding for home purchase are not eligible expenses. | 01/13/23 |
| 56 | | | If a staff person manages IDA's that include IDA's for homeownership and other savings priorities, can their entire salary be funded? |
| No, only the percentage of the salary based on the percentage the staff spends managing the program specific to homeowners. | 01/13/23 |
| 57 | | | Is it ok to include services to support cooperatively owned housing (i.e. not exclusive to single-family housing)? |
| Agency has an inclusive definition of homeownership. Homeownership can include but is not limited to homeowners that live in fee simple properties, shared equity homes (e.g. community land trusts, cooperatives), and manufactured homes. This grant is for organizations that provide services to homeowners. | 01/13/23 |
| 58 | | | Could the funding be used to purchase a vehicle for our construction program? |
| No, this would not be an eligible expense as the construction program would appear to be for homebuyers and this grant is for organizations providing services to homeowners. | 01/13/23 |
| 59 | | | Can funds be used to pass through to other providers doing eligible services. For example, we run an IDA program and we pay partners for their activities. Can we use the funds for those activities?: |
| No, the funds must be used “within” the Eligible Organization. Please refer to: 2.3.2 Available Funding Applicants may request grant funds up to $300,000.00, for use within the Eligible Organization and limited to the Grant Activities in section 2.3.3. | 01/13/23 |
| 60 | | | Please provide examples of what your consider Homeowners services? |
| Homeownership Services would include counseling and education to homeowners, specifically low-income homeowners for financial literacy, foreclosure avoidance or prevention, and post-purchase. Programs could include home repairs, mortgage payment assistance (example: intake center for the Homeowner Assistance Fund), or other programs related to assisting homeowners retain, maintain, or sustain their property. | 01/13/23 |
| 61 | | | Payroll seems like an obvious expense. Will preference be given to applications that try to utilize funds in more than one Grant Activity area? |
| The Agency will not preference Applications based on the category or categories selected. Per section, 1.1 INTRODUCTION: Anticipated Award: Agency anticipates the award of multiple Grant Awards (“Awards”) from this RFA to provide additional support to Eligible Organizations statewide including rural communities consistent with the OHCS Statewide Housing Plan (the “Program Objectives”). | 01/13/23 |
| 62 | | | On Attachment C, is a digital signature by the ED allowed? |
| The Agency will accept a digital signature on Attachment C. | 01/18/23 |
| 63 | | | During the webinar, it was stated that a company audit was a reimbursable expense. Does this mean those portions of the funds awarded need to be reinvested in a future audit or just operational expenses? |
| See Row 33 in the Question and Answer link for the response from the webinar specifically referencing the eligibility of audit expenses. It is up to the Awarded Organization to determine how they use the reimbursed funds. | 01/18/23 |
| 64 | | | During the webinar it was stated that we can go back to 3/1/2022 and capture staff salaries for reimbursement. Do we need to segregate the portion of salaries that were paid by HUD to avoid double-dipping? |
| This is not considered double dipping if these funds reimburse any other program or funding source, including HOAP, providing these funds are used to replace the previously expended/spent funds. This allows for the repaid funds to be used without the time constraint of these funds in RFA #7365. Be sure to work with your accountant, fiscal department, or attorney if you have additional questions relating to how you replenish your previous spent funds. | 01/18/23 |