HomeMy WebLinkAbout2026 ESG RFP and Information Packet
EMERGENCY
SOLUTIONS GRANT
(ESG)
RFP INFORMATION PACKET
PY2026 FUNDS
Issue Date: September 10, 2025
Due Date: October 10, 2025
PLEASE NOTE: The timeframe of any federal budget discussions, modifications, and/or approvals
cannot be projected. The City of South Bend will proceed as usual with the RFP process for its
HUD-funded programs. Please be aware that this is done with the understanding that FY 2026
funding is not confirmed. Recommendations are subject to change.
City of South Bend PY2026 ESG RFP Information Packet Page 2
RFP TECHNICAL ASSISTANCE
Staff will provide limited technical assistance to agencies interested in responding to the
RFP. Contact the Department of Community Investment at
federalgrants@southbendin.gov.
The City will be offering Technical Assistance Sessions this year. Please check the
schedule below:
September 12th at 11:00 AM – CDBG and ESG subrecipients https://tinyurl.com/SB-TA1-2026
September 15th at 1:00 PM – New applicants and anyone who could not attend 9/12 https://tinyurl.com/SB-TA2-2026
September 18th at 1:00 PM – Construction projects
https://tinyurl.com/SB-TA3-2026
September 19th at 11:00 AM – All grants and projects
https://tinyurl.com/SB-TA4-2026
October 6th at 10:00 AM – Last minute questions and concerns
https://tinyurl.com/SB-TA5-2026
City of South Bend PY2026 ESG RFP Information Packet Page 3
PUBLIC ENGAGEMENT
Public hearings on the 2026 CDBG, HOME, and ESG RFPs, with the intention of
developing the 2026 Action Plan, will be held on Wednesday, September 10, 2025 at the
following times and locations:
11:00 AM, Mishawaka Planning and Community Development
Mishawaka City Hall 100 Lincolnway West, Mishawaka
and
5:30 PM, 14th Floor Dept. of Community Investment Conference Room County-City Building
227 West Jefferson Boulevard, South Bend
Both locations are ADA accessible.
Emergency Citizen Participation and Consultation
Process
When a Declaration of an Emergency has been ordered by the President of the United
States, or the Governor of Indiana, or the St. Joseph County Health Department, the City
of South Bend will hold virtual public hearings through conference calls or an online video
conference call platform. Access information for virtual meetings will be provided in the
public hearing notice. The City will make a good faith effort to ensure that attendees of
virtual public hearings will be able to comment and have questions answered in real-time.
If real-time questions and responses are not feasible, citizens may submit questions via
email to federalgrants@southbendin.gov and City staff will provide a response within two
(2) business days.
City of South Bend PY2026 ESG RFP Information Packet Page 4
ESG/HEARTH BACKGROUND
The Department of Community Investment will continue to work with the BOS and RPC
to align policies, procedures, and performance standards relative to ESGH funding to
provide shelter, supportive services, and rapid re-housing for the homeless, as appropriate
for South Bend.
FAITH-BASED ORGANIZATIONS
On September 30, 2003, (68 FR 56396), HUD issued a final rule requiring equal treatment
of faith-based organizations for eight HUD programs administered by its Community
Planning and Development (CPD) Division. In addition, HUD published a final rule on July
9, 2004 (69 FR 41712) requiring, among other things, that states under the ESG program
provide equal treatment of faith-based organizations. Copies of the rules can be assessed
online at: http://archives.hud.gov/initiatives/fbci/Faith-Based.pdf
City of South Bend PY2026 ESG RFP Information Packet Page 5
ESG ACTIVITIES ELIGIBLE FOR
CONSIDERATION
A. EMERGENCY SHELTER COMPONENT (24 CFR 576.102) Eligible Program Participants: “unsheltered homeless people” meaning individuals
and families who qualify as homeless under paragraph (1) (i) of the “homeless”
definition under Section 576.2.
Eligible Costs Include: Essential services to homeless families and individual in
emergency shelters, and operating services.
Eligible emergency and homeless shelters shall conform to the following *:
• Provide common kitchen and dining room areas adequate for the number of
residents serviced;
• Provide bathroom with lavatory, toilet, and showers adequate for the number
of residents serviced;
• Comply with all requirements of the City of South Bend’s zoning ordinance at
all times, as well as any other applicable provisions of the ordinance, including
obtaining any other permits or licenses, such as building permits or a business
license, required before establishing, expanding, or maintaining the use.
* Please refer to Emergency Shelter Standards for ESG Funding for more details.
B. RAPID RE-HOUSING COMPONENT (24 CFR 576.104)
Eligible Program Participants: Those who meet the criteria under paragraph (1) of
the homeless definition in Section 576.2 or who meet the criteria under paragraph
(4) of the “homeless” definition and live in an emergency shelter or other place
described in paragraph (1) of the “homeless” definition.
Eligible Costs Include: The rapid re-housing assistance must be provided in
accordance with the housing relocation and stabilization services requirements in
Section 576.105, the short- and medium-term rental assistance requirements in
Section 576.106, and the written standards and procedures established under
Section 576.400.
City of South Bend PY2026 ESG RFP Information Packet Page 6
ESG ACTIVITES INELIGIBLE FOR
CONSIDERATION
Emergency Solutions Grant funds may not be used for activities other than those listed
above.
For example: Acquisition or construction of an emergency shelter for the homeless;
rehabilitation services performed by the staff of a grantee or recipient such as preparation
of work specifications, loan processing or inspections; or mortgage assistance are not
eligible activities.
ESG Program Regulations and the Homeless Emergency Assistance and Rapid Re-
housing Transition to Housing Act of 2009 (HEARTH Act) can be found at
https://www.hudexchange.info/programs/esg/
City of South Bend PY2026 ESG RFP Information Packet Page 7
ESG GENERAL REQUIREMENTS
If the proposed project is funded, the following requirements will apply:
• Recognize and follow 24 CFR PART 576 - the Code of Federal Regulations for the
EMERGENCY SOLUTIONS GRANT PROGRAM (including but not limited to:
Definitions of Homeless and At Risk of Homeless; Program Components and
Eligible Activities, etc.) AND the Emergency Solutions Grant portion of the Housing
and Community Development Plan, as well as any plan amendments.
• Term of Agreement – Agreements awarded in response to this RFP will be for a
term of:
Emergency Shelter - 12 months, January – December 2026
Rapid Re-housing - 18 months from contract execution date
• Active participation in the Balance of State Continuum and the St. Joseph County
- Region 2a Homeless Planning Council
o Applicants must attend 75% of RPC meetings in a calendar year.
• Active participation in the Coordinated Entry process/implementation that includes
the BOS and RPC approval of the use of the VI-SPDAT as the screening tool and,
following the approved prioritization policy as it relates to placement services for
the homeless.
• Active participation in the Homeless Management Information System (HMIS). The
HEARTH Act makes HMIS participation a statutory requirement for ESG recipients
and sub-recipients. HMIS will be used to generate reports for the City to use to
verify compliance.
• Victim service providers cannot participate in HMIS, and Legal Services
Organizations may choose to not participate in HMIS. Providers that do not
participate in HMIS must use a comparable database that produces unduplicated,
aggregate reports instead.
• Each recipient must maintain complete client files including, but not limited to,
eligibility, demographic characteristics, and income of persons assisted.
City of South Bend PY2026 ESG RFP Information Packet Page 8
• Identify the participation of homeless or formerly homeless individuals on its board
of directors or other policy-making entity.
• Assure that homeless individuals will be involved, to the maximum extent feasible
through employment, volunteer services, or otherwise, in providing services that
are assisted under ESG.
• Must fulfill 1:1 (dollar for dollar) match requirements. (see Proof of Matching Funds
page)
• Compliance with local, state, and federal requirements in regard to procurement of
architect/professional services.
• Compliance with Conflict of Interest requirements. A copy of the organization’s
approved code/standard of conduct will be required to be submitted.
• 2 CFR Part 200 Single Audit: As an entitlement community administering federal
funds, the City of South Bend is responsible for ensuring subgrantees comply with
2 CFR Part 200 requirements. All agencies receiving ESG funding will be required
to have an independent audit completed annually to qualify for and receive ongoing
funding. The Office of Management and Budget requires subrecipients that expend
$1,000,000 or more in federal funds in one fiscal year to conduct a Single Audit
pursuant to the Single Audit Act. Subrecipients that do not qualify for a Single Audit
must submit a CPA Audited Financial Statement, or at a minimum a Certified Annual
Financial Statement (CFA). Audited Financial Statements and CFAs will only be
accepted from those non-profits that can document they did not qualify for a Single
Audit. Subrecipients are responsible for ensuring that their independent auditors
conduct the proper type of audit.
• Minority and Women’s Business Enterprise Outreach: The policy of the City of
South Bend encourages the participation of minority and women owned businesses
in the benefits of the ESG program, by:
1. Contacting all minority businesses that offer services needed by the
organization in carrying out the ESG program and offering copies of any ads
outlining information on where, when and how to submit bids or proposals for
such work; and
City of South Bend PY2026 ESG RFP Information Packet Page 9
2. Keeping records on contacts made to minority and women business enterprises
and retaining any correspondence (letters, proposals, bids, etc.) received from
such businesses for any contracts let though the ESG program and relaying this
information to Department of Community Investment staff at least semi-
annually.
• Inclusive Staffing Practices: Where possible and practical, subgrantees must
advance inclusive hiring practices for delivery of housing and other community-
related projects. Building wealth and inclusive economic opportunities in low-
income communities is considered fundamental in the provision of CPD-funded
housing and services projects. This is to be achieved through hiring, training, and
providing opportunities for growth.
• Federal Compliance: Will operate in accordance with federal regulations, laws, and
executive orders, as amended.
City of South Bend PY2026 ESG RFP Information Packet Page 10
EMERGENCY SHELTER
STANDARDS FOR ESG FUNDING
Adopted December 2019
Administration & Organizational Requirements:
1. The shelter shall not require clients to participate in religious services or other
forms of religious expression.
2. The shelter shall not discriminate on the basis of race, religion, or national origin.
Shelters serving families shall also not discriminate on the basis of the sex or age of
the children or the size of the family, except where limited by facility.
3. The shelter’s Board of Directors shall consist of voluntary (unpaid) members, with
the possible exception of the agency’s CEO or Director.1
4. The shelter’s Board of Directors shall meet at least on a quarterly basis and set
overall policy for the shelter.
5. The shelter shall have a secure storage space for confidential documents relating
to clients and personnel.
6. The shelter shall develop and implement procedures to ensure the confidentiality
of records pertaining to any individuals provided family violence prevention or
treatment services.
7. The shelter shall have a policy manual which includes the shelter’s purpose,
population, served, program description, non-discrimination policy and
confidentiality statement.2
8. The shelter shall provide for an evaluation of the effectiveness of the services
offered, at least annually. This evaluation should include client input that could take
the form of a client exit survey or house meetings. It may also include board
evaluation of programs/services, staff evaluation of programs/services, or an
assessment completed by other shelter providers (e.g., coalition of providers).
1 Please note, if a shelter is part of a parent organization (e.g., the Salvation Army, etc.), it is not required to have a separate Board of Directors for the shelter.
2 Please note, shelter programs that are part of a parent organization are not required to have a policy manual separate from the parent organization’s policies if those policies include policies relevant to the shelter’s operation as well as rights and responsibilities of the clients
being served.
City of South Bend PY2026 ESG RFP Information Packet Page 11
Personnel Requirements:
1. The shelter shall have a table of organization of all paid staff working in the shelter.
There shall be written position descriptions for each position type, which includes
job responsibilities and qualifications.
2. The shelter shall have written policies for the selection of all paid personnel in
conformance with the EEO (Equal Employment Opportunity) guidelines.
3. The shelter shall have adequate, trained, on-site staff coverage during all hours the
shelter is open to residents, unless individual secured units are provided. “Trained,
on-site staff” is defined as persons having training in the areas listed below as items
4 and 5 in the Personnel Requirements section and items 3 and 4 in the Health
Requirements section.
4. All shelter staff (including., direct service, finance, maintenance, volunteers, etc.)
shall receive training in at least the following:
a. emergency evacuation procedures;
b. agency operation procedures.
5. All relevant direct service staff 3 shall receive additional training in at least the
following:
a. non-violent crisis intervention techniques;
b. referral procedures to relevant community resources; and
c. first aid procedures.
Facility Requirements:
1. The shelter shall comply with applicable local fire, environmental, health, and safety
standards and regulations.
2. The shelter shall be clean and in good repair.
3. Each room or space within the shelter must have a natural or mechanical means of
ventilation. The interior must be free of pollutants at a level that might threaten or
harm the health of residents.
4. The shelter shall have reasonable access to transportation services (this could
consist of being within walking distance to public transportation or coordinating
transportation with another agency). But the shelter is not required to provide
clients with transportation services.
3 Please note, “relevant direct service staff” is defined as those staff members, such as case
workers and shelter managers, who have daily, direct contact with clients, and who may be assisting them in resolving their crisis of homelessness. All direct service staff should have updated training in non-violent crisis intervention techniques and first aid procedures every two years. A specific number of training hours is not required. The adequacy of the “training” will be evaluated by review of direct service staff resumes, records that document continuing
education in the areas listed in item 5, and performance appraisals for these areas.
City of South Bend PY2026 ESG RFP Information Packet Page 12
5. The shelter shall provide a bed or crib for each guest except in extenuating
“overflow” conditions. The shelter shall make provision for clean linens for each
client. There shall be procedures to provide for the sanitizing of all linens and
sleeping surfaces.
6. The shelter shall provide sufficient showers/baths, wash basins, and toilets, which
are in proper condition for personal hygiene. These should be adequate for the
number of people served.
7. The shelter shall provide private space to meet with clients. Private space is any
space relatively free from regular interruptions and noise and provides clients with
the assurance that the conversation will not be overheard by others in the shelter.
8. The shelter shall have laundry facilities available to clients or a system available for
like services.
9. The shelter shall have a fire safety plan, which includes at least the following:
a. posted evacuation plan;
b. fire drills that are conducted at least quarterly;
c. fire detection systems that conform to local building and fire codes;
d. adequate fire exits; and
e. adequate emergency lighting.
10. The shelter shall have adequate provision of the following services:
a. pest control services;
b. removal of garbage;
c. proper ventilation;
d. proper ventilation and heating/cooling systems; and
e. removal of garbage and other debris, ice, snow, and other hazards to
keep clear all entrances, exits, steps, and walkways.
11. The shelter shall provide adequate natural or artificial illumination to permit normal
indoor activities and to support the health and safety of occupants. Sufficient
electrical sources shall be provided to permit the use of essential electrical
appliances while assuring safety from fire.
Operational Requirements:
1. In addition to sleeping arrangements, the shelter shall provide the following basic
needs:
a. humane care which preserves individual dignity;
b. a clean environment;
c. reasonable security; and
d. referrals to other agencies.
2. The shelter shall have written policies for the intake of clients and criteria for
admitting people to the shelter.
City of South Bend PY2026 ESG RFP Information Packet Page 13
3. The shelter shall maintain an attendance list which includes, at least, the name and
sex of each person residing in the shelter.
4. The shelter shall post and read, or otherwise make known, the rules, regulations,
and procedures of the shelter.
5. The shelter shall post and read, or otherwise make known, the rights and
responsibilities of shelter clients that shall include a grievance procedure for
addressing potential violations of their rights.
6. The shelter shall report child abuse and endangerment as required by law.
7. The shelter shall only require clients to perform duties directly related to daily living
activities within the shelter.
8. The shelter shall provide access to a public or private telephone for use by shelter
clients to make and receive calls. This should include one of the following:
a. access to a phone in staff areas;
b. installation of private or pay phone for client use (with funds to use if the
client lacks necessary income); or
c. coordinated services with another agency.
9. The shelter shall maintain records to document services provided to each client.
10. The shelter shall provide accommodations for shelter clients to store personal
belongings. This can be defined as any place (a client’s room, a closet, a locker, etc.)
that provides reasonable security from theft or damage. “Personal belongings”
include items such as clothing, personal hygiene products, radio, clock that can be
consolidated into limited storage space.
11. The shelter shall provide a safe, secure environment and have policies to regulate
access.
12. The shelter shall have a policy regarding the control of weapons.
13. The shelter shall encourage the involvement of clients in the decision-making
processes of the shelter. This can be accomplished in a variety of ways, including:
having resident advisory councils to give input into the operations of the shelter,
having homeless or formerly homeless people on the board, or having homeless or
formerly homeless people trained and hired as staff, etc.
14. The shelter shall allow current clients to use the shelter as a legal residence for the
purpose of voter registration and the receipt of public benefits.
15. The shelter shall maintain a daily log to record at a minimum all unusual or
significant incidents.
16. The shelter shall have written policies for consensual and nonconsensual searches.
Health Requirements:
1. At all times, the shelter shall have available first aid equipment and supplies in case
of a medical emergency.
City of South Bend PY2026 ESG RFP Information Packet Page 14
2. All staff on duty shall have access to a telephone. Emergency telephone numbers
shall be posted conspicuously near the telephone.
3. The shelter shall assure that at least one staff person on duty is trained in
emergency first aid procedures.
4. The shelter shall have a procedure for making referrals to appropriate medical
providers.
5. The shelter shall have a written policy regarding the possession and use of
controlled substances as well as prescription and over the counter medication.
6. The shelter shall have a written policy regarding the control of infectious diseases,
such as HIV, tuberculosis, etc.
7. The shelter shall provide a locked space for the storage of medication. If a client
can secure their prescription medication in her/his locked room that another client
does not have access to and shelter policies allow for this, then this standard is void.
If a client cannot secure their prescription medication, then the shelter should
provide a means to secure the medication via a locked office, cabinet, etc.
Food Services Requirements:
1. Shelters providing food services shall make adequate provisions for the sanitary
storage and preparation of foods.
2. Shelters providing food for infants, young children, and pregnant mothers shall
make provisions to meet their nutritional needs.
3. Shelters shall provide, or arrange, food services to clients or make known nearby
available services.
Fiscal Management Requirements:
1. There shall be an accounting system that is maintained in accordance with
Generally Accepted Accounting Principles (GAAP).
2. The shelter shall have a record of accountability for client’s funds or valuables the
shelter is holding.
3. The shelter shall receive an annual independent audit or audit review.
4. The shelter shall have internal fiscal control procedures which are reviewed and
approved by the Board of Trustees.
Reviewed by Homeless Regional Planning Council 12/12/19
City of South Bend PY2026 ESG RFP Information Packet Page 15
PRIORITIES
The purpose of the Emergency Solutions Grant (ESG) Program is to:
• Broaden existing emergency shelter and homelessness prevention activities;
• Emphasize Rapid Re-Housing;
• Help people quickly regain stability in permanent housing after experiencing a
housing crisis and/or homelessness;
• Enhance alignment of ESG regulations with the Balance of State Continuum as well
as other HUD programs – including CDBG and HOME; and,
• Support more coordinated and effective data collection, performance
measurement, and program evaluation.
ESG SPECIFIC OBJECTIVES
To help nonprofit organizations provide assistance to homeless individuals and families
through grant awards for:
• The payment of certain operating and social service expenses in connection with
emergency shelter and essential services for the homeless; and,
• Housing relocation and stabilization services and, short and/or medium-term rental
assistance as necessary to help a homeless individual or family move as quickly as
possible into permanent housing.
PROPOSED ACTIVITIES AND
OVERALL BUDGET
The St. Joseph County HCD Plan states the St. Joseph County - Region 2a Homeless
Planning Council has established and works towards the following objectives: (1) continue
to support the work of existing shelters to address those individuals that cannot
immediately be assisted; (2) Increase the percentage of homeless persons staying in
permanent housing over 6 months; (3) Increase the percentage of homeless persons
moving from transitional housing to permanent housing. Towards that end, the RPC and
the City agreed that the maximum allowed for shelter operations is 60% of the total
available be allocated for the payment of certain operating and social service expenses in
connection with emergency shelter for the homeless; the balance is to be split between
administrative costs (5% maximum of total allocation) and 35% to rapid re-housing
activities. This proposal was based the critical need of shelter operations’ funding in the
community. The emphasis on rapid re-housing should continue to support the efforts of
the Mayor’s Working Group on Homelessness.
City of South Bend PY2026 ESG RFP Information Packet Page 16
PROOF OF MATCHING FUNDS
Pursuant to 24 CFR 576.201, each grantee must supplement its ESG grant amount with
and equal or greater amount of match funds from sources other than ESG funds. These
match funds must be provided after the date of the grant award. Matching funds used for
this ESG project may not be used to match any other projects or grant. Applicants must
submit a letter of commitment signed by a person authorized by the entity to make such
a commitment of resources. This letter should identify the resource(s) to be provided, a
minimum dollar value to be provided, and for what purpose the resource(s) will be used.
Applicants must realize that any resources committed in an application and considered in
the evaluation of that application must be provided in the event that the project is selected
for funding.
The value of any donated material or building: The fair market value of a building may be
used as match only if the building was donated for the activities in the ESG application
and is not currently being used for these activities. When using the fair market value of a
donated building as match, submit documentation from an appraiser, or realtor as to the
value of the property, and information relating to the circumstances of the donation,
including when the building was donated and for what purpose, current use of building,
and how long the building has been used for its current purpose.
The fair market rental or lease value of a building currently occupied by an applicant,
based on 12-month occupancy: Submit a letter from the appraisal district, an appraiser,
or realtor that specifies location of building, square footage, value per square foot, and
total lease or rent value.
Staff salaries: When using any staff salary as match, include the position/title, annual
salary, the percentage of time dedicated to ESG activities, and the dollar amount of their
salary that will be used as match.
The time and services contributed by volunteers to carry out the emergency shelter
program is determined at the rate of $10 per hour. [Note: Volunteers providing
professional services such as medical or legal services are valued at the reasonable and
customary rate in the community.
City of South Bend PY2026 ESG RFP Information Packet Page 17
EVALUATION CRITERIA
The City of South Bend has the final decision-making authority on the selection of
proposals to be funded, the City may award funds outside this criteria at its discretion.
Proposals will be evaluated, and preference given to those which address the following:
• Active involvement in the St. Joseph County – Region 2a Homeless Planning
Council (RPC) and follows approved policies as adopted by the RPC.
o Agencies must attend 75% of RPC meetings in a calendar year.
• Allow for the most efficient and cost-effective use of ESG Program funds so that
the greatest number of homeless individuals and families will be assisted.
• Demonstrate a commitment and capacity to implement the project in terms of time,
effort, staff and other resources, etc.
• Include a realistic, detailed financial package that documents the ability of the
applicant entity to match the ESG funds and demonstrates the ability to leverage
financing from other sources. (Expenditures should be explained).
• Describe the nature and extent of the (documented) unmet homeless need within
the applicant’s jurisdiction and detail the extent to which the proposed activities
address this need.
• Prove the ability of the applicant entity to carry out the proposed activities within
the specified time frame.
• Demonstrate effectiveness in serving the homeless, including the ability to
establish, maintain, and/or improve the self-sufficiency of homeless individuals.
• Current or previously funded agencies – timely reimbursement requests/draw
request.
EMERGENCY
SOLUTIONS GRANT
(ESG)
REQUEST FOR PROPOSALS
PY2026 FUNDS
Issue Date: September 10, 2025
Due Date: October 10, 2025
PLEASE NOTE: The timeframe of any federal budget discussions, modifications, and/or
approvals cannot be projected. The City of South Bend will proceed as usual with the RFP
process for its HUD-funded programs. Please be aware that this is done with the understanding
that FY 2026 funding is not confirmed. Recommendations are subject to change.
SUBMISSION INFORMATION
Important information, please read this page in its entirety.
This Request for Proposal (RFP) contains material required to apply for Emergency Solutions Grant (ESG) funds through the City of South Bend’s Department of Community Investment. This packet includes:
Information Section: RFP Technical Assistance, Public Engagement, ESG Background, Faith-Based Organizations, ESG Activities Eligible for Consideration, ESG Activities Ineligible for
Consideration, ESG General Requirements, Emergency Shelter Standards for ESG Funding, Priorities, ESG Specific Objectives, Proposed Activities and Overall Budget, Proof of Matching Funds, Evaluation Criteria
Proposal: Submission Information, Proposal Cover Sheet, Organizational Information, Matching
Funds, Resolution, ESG Funds Previously Used, Notification of Single Annual Audit Form, Signature Page, Checklist
Proposals must be received by 4:45 p.m. on Friday, October 10, 2025, and must be emailed. NO FAX, HAND DELIVERIES, OR MAIL DELIVERIES WILL BE ACCEPTED.
For electronic submissions, please send proposal and all attachments to federalgrants@southbendin.gov. Please put 2026 ESG RFP in the subject line.
- RFPs must be submitted as email attachments. Dropbox, Google Drive, etc. links will not be accepted.
All proposals submitted by public or private non-profit agencies must be submitted in the legal name of the organization with whom a contract will be executed. An authorized representative of the organization who
has the legal authority to enter into an agreement with the City of South Bend must sign each original proposal. PLEASE NOTE: Proposals that are incomplete, request activities other than outlined in this document, lack required attachments, or proposals submitted after the published deadline
will not be considered for funding. Changes and/or additions to the proposal after the
submission will not be accepted unless specifically requested by DCI.
To be completed by DCI Staff: Received: _____/_____/_________ @ ___:_____ AM/PM by ________
PROPOSAL COVER SHEET
Application Organization: ________________________________________________________________________
Contact Person: _________________________________________________________________________________
Office Address: __________________________________________________________________________________
Phone Number: _____________________________ Email Address: _____________________________________
UEI Number: ________________________________ Federal ID Number: ________________________________
Organization Fiscal Year: _______________________ though __________________________
Organization Type: ☐ Public agency OR ☐ Private non-profit agency
Tax exempt non-profit status under Section 501(c)(3)? ☐Yes ☐ No
Project Name: ___________________________________________________________________________________
Location of Project: ______________________________________________________________________________
Have you received ESG funds from the City in the last three years? ☐Yes ☐ No
Is no, additional information will be required. Please email federalgrants@southbendin.gov.
ESG Requested
Emergency Shelter
Operations: $_______________________________
Essential Services: $_______________________________
Total Shelter: $_______________________________
Rapid Re-housing
Housing Relocation and Stabilization: $_______________________________
Tenant-Based Rental Assistance: $_______________________________
Total Rapid Re-housing: $_______________________________
TOTAL REQUESTED: $_______________________________
Target Median Income Population: ☐ 30% ☐ 50% ☐ 60% ☐ 80%
Number of unduplicated individuals to be assisted: _________________
Number of unduplicated households to be assisted: ______________________
Population to be Served: _________________________________________________________________________
Proposed Project Start Date: _________________________
Proposed Project Completion Date: ________________________
(Note: All ESG RRH must be completed within 18 months of contract signing and ESG Shelter projects must be
complete within 2026. NO EXCEPTIONS! Any funds not expended by the deadline will be reprogrammed.)
City of South Bend
Department of Community Investment
PY2026 Emergency Solutions Grant (ESG)
Request for Proposals
ATTACHMENT A: Organizational
Information
1. Mission Statement
2. List of grant staff and job descriptions. (Can be an attachment) (Indicate staff that is participating in Coordinated Entry)
3. If monitored for other Federal grants, provide the extent and results of the monitoring (Please attach documentation e.g. a letter from the Federal agency that conducted the monitoring).
Agency Monitoring ____________________________________________________________________ Date ________________________ Results ____________________________________________ Number of Open Findings ______________ Date Findings Closed ________________________
Agency Monitoring ____________________________________________________________________
Date ________________________ Results ____________________________________________ Number of Open Findings ______________ Date Findings Closed ________________________
Agency Monitoring ____________________________________________________________________ Date ________________________ Results ____________________________________________ Number of Open Findings ______________ Date Findings Closed ________________________
ATTACHMENT B: MATCHING FUNDS
Agency Name: ______________________________________________________________
Organizations must match awarded ESG funds at a 1:1 rate, or 100 percent, from non-ESG sources.
Matching funds must be provided after the date of the grant award. Funds used to match a previous
ESG activity may not be used to match a subsequent grant award.
Identify the sources and amounts of match as one of the following and submit supporting
documentation. Supporting documentation examples are provided on Information Section Page R. In
order to be eligible for an award, all match sources must have supporting documentation.
Source $ Value Method of Calculation
(How Value Determined)
Donations
Materials
Building
Funds
Lease
Salaries
Volunteers (@ $/hr.)
Other:
Total
According to Section 576.201, each grantee must supplement its Emergency Solutions Grant
amounts with an equal amount of funds from sources other than ESG funds.
Note: Volunteers providing professional services such as medical or legal services are valued at the
reasonable and customary rate in the community. All other volunteers are valued at $10/hour.
ATTACHMENT C: RESOLUTION
The following language is an example of an acceptable resolution that may be used to meet the
application requirements funding for the City of South Bend ESG Program.
At a meeting held on the _________ day of ____________________________, 2026 the Board of Directors
of __________________________________________________ (Subrecipient) passed the following
resolution(s):
The Board of Directors authorizes the application for and use of funds from the City of South Bend
ESG program for activities described in the funding proposal entitled 2026 ESG Funding Proposal.
The Board of Directors certifies that, if awarded funds by the City of South Bend,
__________________________________________________ (Subrecipient) shall implement the activities in a
manner that ensures compliance with all applicable federal, state, and local laws, rules, and regulations.
The Board of Directors certifies that __________________________________________________
(Subrecipient) is not debarred or suspended under federal or state ruling from participation in the
receipt or expenditure of federal or state funds.
The Board of Directors certifies that __________________________________________________
(Subrecipient) is current with all taxes, including ad valorem, assessments, and other government
charges lawfully imposed on __________________________________________________ (Subrecipient).
Upon an award of federal ESG funding, the Board of Directors authorizes
__________________________________________________ (title or named person), on behalf of
__________________________________________________ (Subrecipient)to execute a binding agreement
with the City of South Bend for the expenditure of the funds.
Depending on the nature of the activity or the agency, if applicable, include the following statement:
The Board of Directors attests that __________________________________________________ (Subrecipient)
administers a policy which ensures the confidentiality of records pertaining to any individual provided
family violence prevention or treatment services.
Depending on the nature of the activity or the agency, if applicable, include the following statement:
The Board of Directors certifies that __________________________________________________
(Subrecipient) administers a policy which ensures that homeless facilities are free from the illegal use,
possession and distribution of drugs and alcohol by its beneficiaries.
Signature of Board President Date
Signature of Board Secretary Date
ATTACHMENT D: ESG FUNDS
PREVIOUSLY USED
Please provide the following information to identify ESG funds previously received (2025, 2024, 2023)
by your organization, either directly from HUD or with the Indiana Housing & Community
Development Authority (IHCDA). (please attach additional documentation if more room is needed)
Name of Agency: _______________________________________________________________________________
Amount of ESG Grant Award: $______________________ Dates of Contract: ________________________
Was grant (check one): ☐Direct from City ☐Subcontract from State ☐Federal Funds
Use of Funds by Category:
Renovation, Major Rehabilitation, or Conversion $ ___________________________________
Essential Services $ ___________________________________
Maintenance, Operations & Furnishings $ ___________________________________
Homelessness Prevention $ ___________________________________
Is this project still open? ☐ YES ☐ NO Estimated Completion Date: ______________________
Amount Remaining to Expend: ______________________________________________
Name of Agency: _______________________________________________________________________________
Amount of ESG Grant Award: $______________________ Dates of Contract: ________________________
Was grant (check one): ☐Direct from City ☐Subcontract from State ☐Federal Funds
Use of Funds by Category:
Renovation, Major Rehabilitation, or Conversion $ ___________________________________
Essential Services $ ___________________________________
Maintenance, Operations & Furnishings $ ___________________________________
Homelessness Prevention $ ___________________________________
Is this project still open? ☐ YES ☐ NO Estimated Completion Date: ______________________
Amount Remaining to Expend: ______________________________________________
Name of Agency: _______________________________________________________________________________
Name of Agency: _______________________________________________________________________________
Amount of ESG Grant Award: $______________________ Dates of Contract: ________________________
Was grant (check one): ☐Direct from City ☐Subcontract from State ☐Federal Funds
Use of Funds by Category:
Renovation, Major Rehabilitation, or Conversion $ ___________________________________
Essential Services $ ___________________________________
Maintenance, Operations & Furnishings $ ___________________________________
Homelessness Prevention $ ___________________________________
Is this project still open? ☐ YES ☐ NO Estimated Completion Date: ______________________
Amount Remaining to Expend: ______________________________________________
ATTACHMENT E: NOTIFICATION OF A
SINGLE ANNUAL AUDIT FORM
Applicants for a ESG grant from the City of South Bend must provide the following information:
1. Applicant: _________________________________________________________
2. Expenditures (from all federal sources for the recent fiscal year ended):
_______________________________
(Attach a separate sheet if necessary)
SOURCE $ AMOUNT
TOTAL Fiscal Year Expenditures
3. ☐ Single Audit not required (total federal expenditures less than $1,000,000 for fiscal year).
If a Single Audit is not required, applicants must have a CPA Audited Financial Statement, or at a
minimum a Certified Annual Financial Statement (CFA). Statements are due to the City of South
Bend’s Department of Community Investment six (6) months after the end of the fiscal year.
☐ Single Audit required (total federal expenditures greater than or equal to $1,000,000 for fiscal
year)
If a Single Audit is required, the applicant must have it conducted in accordance with 2 CFR Part
200 and Generally Accepted Government Auditing Standards for the fiscal year noted above. The
Single Audit must be submitted to the Federal Audit Clearinghouse
(http://harvester.census.gov/sac/), and is due to the City of South Bend’s Department of
Community Investment nine (9) months after the end of the fiscal year.
4. Certification by Authorized Representative:
I certify that the amounts shown above accurately reflect the federal funds expended by this
organization for the fiscal year indicated.
Signature Date
Title
ATTACHMENT F: SIGNATURE PAGE
I hereby certify that the submission of this proposal has been duly authorized by our governing body.
I understand that if it is found to not be authorized by our governing body or any information contained in this document has been falsified, this application will not receive funding.
Initial: ______
I hereby acknowledge that all sections of this Request for Proposal have been reviewed and understood.
Initial: ______
I understand that if any portion of this proposal is incomplete or submitted after the deadline, it will not be considered for funding.
Initial: ______
I/We, the undersigned, certify under penalty of perjury that the information provided above is true and correct. WARNING: Anyone who knowingly submits a false claim, or makes false statements is subject to criminal and civil penalties, including confinement for up to 5 years, fines, and civil penalties. (18 U.S.C. §287, 1001 and 31 U.S.C. §3729)
Initial: ______ I hereby certify that I have the legal authority to apply for the grant, and to execute the proposed program.
Initial: ______ Authorized Representative
Signature: ________________________________________________________________
Title: ________________________________________
Date: _______________________________________
Email Address: _____________________________________________________
Phone Number: ______________________________________________
PROPOSAL CHECK LIST
(Attachment G)
All information and documentation must be included to be considered for funding (no exceptions)
Additional information of what is required can be found in the
information packet!
Complete this checklist when completing your proposal: ☐ Proposal cover sheet
☐ Organizational Information (Attachment A)
☐ Matching Funds (Attachment B) ☐ Board Resolution (Attachment C) ☐ ESG Funds Previously Used (Attachment D) ☐ Notification of a Single Annual Audit Form (Attachment E) ☐ Signature Page (Attachment F) ☐ Proposal Checklist (Attachment G)
Additional information required as attachments: ☐ List of Board Members (indicate homeless affiliation) ☐ Audited financial statements
☐ Certification of Participation in the Regional Planning Council
☐ Sam.gov printout showing non-debarment and active standing
☐ List of current open projects and % of project completion
Additional information required as attachments, only if they have not been provided in
the past year with a previous application and/or they have been updated: ☐ Agency Articles of Incorporation
☐ Agency Code/Standard of Conduct ☐ IRS 501(c)(3) designation letter
☐ Accessibility Standards ☐ NOT APPLICABLE ☐ Agency By-Laws
Certification by Authorized Representative:
I certify that the above required information is included in the submission of a request for proposal
and all information is true and correct.
Signature Date
Title